Case Coordination Specialist

Company Overview

At Child Savers, we believe that every child deserves a strong start and a hopeful future. As Richmond’s oldest nonprofit dedicated exclusively to children’s mental health and trauma recovery, we provide access to equitable, trauma-informed therapy and prevention services that build resilience and support lifelong well-being. Our team is composed of mission-driven professionals who work every day to empower children and strengthen families throughout Central Virginia.

At Child Savers, we believe that every child deserves a strong start and a hopeful future. As Richmond’s oldest nonprofit dedicated exclusively to children’s mental health and trauma recovery, we provide access to equitable, trauma-informed therapy and prevention services that build resilience and support lifelong well-being. Our team is composed of mission-driven professionals who work every day to empower children and strengthen families throughout Central Virginia.

By joining Child Savers, you’ll become part of a compassionate, collaborative organization that values diversity, promotes continuous learning, and is committed to making a meaningful impact in our community.

We are seeking a full-time Case Coordination Specialist. The incumbent in this role will perform a variety of responsibilities related to the coordination of clinical case assessments and intakes for new clients and casework in support of our Mental Health Services team. This position requires a high level of interpersonal skills and the ability to handle sensitive and confidential situations. Ongoing focus will be placed upon learning effective casework theories and skills from our team of highly experienced professionals in the field.

• General Referral Calls:
  Facilitate referral calls (lasting 20-30 minutes per client), including data entry into electronic health record (EHR), eligibility screening, and provision of referrals to additional resources as needed.
• Crisis Follow Up:
  Upon receiving contact information from the on-call clinician, complete a referral for services following response to an Immediate Response (IR) call;
  Additionally, obtain and verify insurance information and eligibility.
• Case Assignment/Intake & Assessment:
  Gathering information about the client’s needs, symptoms, appointment preferences and any insurance or financial considerations.
• Clinician Matching:
  Reviewing clinician availability, specialization (e.g., trauma, family therapy), and caseload capacity.
• Assignment & Scheduling:
  Assigning the case to a suitable clinician and setting up the initial appointment.
• New Client Orientation (NCO):
  Collect all collateral information, insurance information, and legal guardian information (reaching out to assigned worker with the Department of Social Services (DSS) if needed). Prepare all necessary paperwork using the designated digital platforms and communication tools in preparation for the New Client Orientation.
• If time allows, Assist with the annual review and update of program paperwork
• Verify that all client information has been entered into the EHR system accurately and that the client’s demographics, treatment history, and any additional information needed for reporting is accurate and up to date.
• Notify family that any irregularities involving insurance information, benefit policy-holder, coverage, or person responsible for payment will require follow-up from Billing Specialist.
• Waitlist Management:
  Complete calls to gauge status of continued interest in services, provide resources (Intensive In-Home Services, Targeted Day Treatment, transportation/housing needs).
• Send outreach/closing letters and remove from waiting list/track in EHR if no response after three attempts at outreach.
• Schedule transportation via Medicaid transportation and/or Spanish interpretation services via Medicaid, as needed. Contact clients one day prior to scheduled appointment to ensure services have been assigned correctly.
• Ensure compliance with all local, State, and Federal regulatory requirements, as well as funding source requirements, including timely and accurate documentation of…