Care Manager Assistant

Job Summary:

The Care Manager Assistant (CMA) provides essential support to our Care Management teams, including document coordination, compliance activities, and operational efficiency. These tasks help to ensure member records are complete, organized, and audit-ready and allow Care Managers to focus on member engagement, care coordination, service planning, and other responsibilities requiring their expertise. The CMA does not carry a specific caseload and provides support for a number of Care Management teams as assigned.

Supervisory Responsibilities:

• None.

Essential Duties and Responsibilities:

• Provide administrative and operational support to Care Management teams to promote efficient service delivery and regulatory compliance, including:

  • Review member records to identify outstanding documentation, required follow-up activities, and record maintenance needs.

  • Upload, organize, maintain, and track documents in CHOICES, the CCO EHR, and other agency systems.

  • Coordinate the collection of required documentation, including hospital records, annual physicals, Staff Action Plans (SAPs), Life Plan signature pages, assessments, and other required records.

  • Support the distribution, tracking, and follow-up of Life Plans and related acknowledgements, maintaining centralized tracking systems for outstanding items.

  • Assist with audit preparation, quality assurance activities, record reviews, and the retrieval of documentation required for internal and external audits.

  • Prepare and distribute correspondence, mailings, informational packets, and required forms to members, families, providers, and community partners.

  • Collaborate with Care Managers, leadership, providers, and internal departments to ensure timely completion of Care Management processes.

• Participate in meetings, trainings, and departmental initiatives that support organizational goals and continuous improvement efforts.

• Attend department/team meetings, trainings, supervisions, etc. as scheduled and in accordance with agency practice and policy.

• Complete all required trainings within required timeframes.

• Identify and follow all incident reporting guidelines and procedures, ensuring the immediate safety of the member.

• Adhere to all policies and standard operating procedures for the delivery of comprehensive care management and ancillary functions of the Care Manager.

• Actively complies with all standards of conduct as determined by – e.g., internal Corporate Compliance Regulations, OPWDD, DOH and the Justice Center.

• Maintain confidentiality in accordance with HIPAA and privacy practices.

• Perform other duties, as assigned. Upon request of Care Management leadership, this may include face to face meetings with members, including traveling to meet with providers, members of the interdisciplinary team, and accompany members where indicated to necessary appointments.

• Must possess a valid Driver’s License from New York, or a contiguous state (i.e., Connecticut, New Jersey, Pennsylvania, and Vermont) to attend meetings in person in the community and in the office as needed, and/or required.

• Care Manager Assistants are not permitted to independently develop a member’s Life Plan or complete the CCO’s Comprehensive Assessment.