Day Habilitation Case Manager (5659)

Position Summary

The Case Manager acts as the Developmental Specialist in the Day Habilitation Program. The Case Manager is the primary source of information for the Individuals on their caseload. This role serves as the main point of contact for families, guardians, and regulatory agencies. The Case Manager maintains accurate records, monitors progress toward ISP goals, observes Individuals in program and community settings, and directly supervises Direct Support Professionals.

Core Responsibilities

Communication and Relationships

• Build and maintain positive, professional relationships with Individuals, families, guardians, and internal team members.
• Communicate regularly with external stakeholders to provide updates on each Individual’s progress and daily experience.
• Advocate for the needs and goals of the Individual.

Assessment and Program Planning

• Conduct evaluations and needs assessments to determine focus areas for DHSP goals and objectives.
• Collaborate with the interdisciplinary team to develop effective teaching and support strategies.
• Demonstrate and promote the use of Positive Behavioral Supports (PBS).

Documentation and Compliance

• Serve as the primary CRC contact for the Individual’s DHSP team.
• Maintain and update all ISP documentation and electronic records in iCentrix.
• Ensure files are complete and compliant with MassHealth and other regulatory standards.
• Track and meet all required timelines in the IDT process.
• Report incidents and restraints accurately and on time.
• Maintain organized and confidential files.

Program Support and Transitions

• Partner with the Assistant Program Director to support new enrollments.
• Gather required paperwork and prepare case records.
• Assist with transportation coordination and ensure staff are trained before an Individual’s first day.

Staff Training and Oversight

• Train Direct Support Professionals on DHSP goals, behavior plans, and medical protocols.
• Conduct regular observations in program rooms and community settings.
• Ensure accurate data collection and consistent implementation of support strategies.
• Provide monthly formal supervision to assigned staff. New hires receive two supervisions per month for the first six months.
• Work with HR on performance management and discipline when necessary.

Health, Safety, and Human Rights

• Maintain knowledge of Human Rights, Health and Safety, and Sexuality policies.
• Participate in safety drills and daily safety duties.
• Maintain Safety Care certification.
• Ensure evacuation routes, fire safety equipment, and egress paths remain clear and accessible.
• Respond to emergencies and provide backup program coverage when needed.

Hiring and Onboarding

• Participate in interviewing candidates, providing tours, and taking notes.
• Assist with onboarding tasks such as email setup, iCentrix training, data collection training, and required certifications.
• Ensure new staff complete all mandatory trainings on time.
• Follow approved hiring practices at all times.

Communication Standards

• Respond to emails and phone calls within one business day.
• Notify families of incidents within 24 hours.
• Inform supervisors and clinical staff of significant changes in behavior, health, or abilities.
• Distribute monthly calendars to families.

Supervisor of the Day

• Act as the point person for behavioral, medical, or clinical concerns.
• Relay information to appropriate departments.
• Complete follow-up actions and ensure PBS strategies are followed.

Additional Duties

• Maintain all mandatory CRC certifications and trainings.
• Assist with referral, intake, and orientation processes.
• Complete special projects that improve the experience of the Individuals served.
• Provide direct program support in emergency or staffing shortage situations.

Required Skills and Competencies

Planning and Organization

• Manage multiple responsibilities and meet deadlines.
• Use resources effectively and adapt to changing priorities.

Responsibility and Professional Conduct

• Follow company policies and ethical standards.
• Maintain confidentiality and professional boundaries.

Attendance and Reliability

• Arrive on time and adhere to program schedules and routines.
• Attend required meetings and trainings promptly.

Initiative and Problem Solving

• Demonstrate independent thinking and sound judgment.
• Identify issues and propose effective solutions.

Management and Leadership

• Model agency values through behavior and performance.
• Support and enforce organizational policies and objectives.

Data Collection and Reporting

• Collect and analyze data accurately.
• Prepare reports in a timely and organized manner.