Job Overview

The Case Manager provides comprehensive, Christ-centered case management services to children at Mustard Seed Ranch. This includes intake/admissions, the residential program, individual and group support, discharge planning, and transitional services. The Case Manager plays a vital role in crisis intervention, mediation, documentation, and coordination with the Child Care Team to foster the emotional, physical, spiritual, and educational development of each child.

Job Description

Primary Duties and Responsibilities:

Intake & Admissions

• Support the application process for prospective children
• Screen inquiries and coordinate admissions interviews
• Liaise with families/guardians throughout the application process
• Prepare and review required documentation and ensure complete intake files
• Monitor and ensure completion of all intake steps for new residents

Case Planning & Documentation

• Complete assessments and initial plans of care within 30 days of admission
• Review plans of care quarterly and revise every 6 months with the support of the Child Care Team.
• Maintain accurate and timely documentation for each child, including:
  • Progress notes
  • Incident reports
  • Medical/dental/vision records
  • Counseling and academic updates
• Maintain record of healthcare due dates and upcoming appointments.
• Audit charts regularly for compliance and completeness

Case Management & Team Coordination

• Meet weekly with each child to assess safety, needs, and progress
• Meet regularly with houseparents to support documentation and care coordination
• Attend and contribute to Child Care Team meetings
• Communicate changes or concerns to Director of Operations
• Participate in professional supervision weekly
• Coordinate placements for residents during relief weekends, holidays, and breaks in collaboration with houseparents and leadership team

Health, Education, and External Services

• Support scheduling and transportation for medical, dental, and vision appointments, as needed
• Support application of insurance/Medicaid as needed and assist in reviewing medical bills and insurance documentation for accuracy and follow-up
• Coordinate with schools and outside providers to support development
• Monitor and assist houseparents in tracking medications and serious incidents

Transitional Planning

• Support residents in developing life skills and preparing for independence
• Assist with post-Ranch planning (e.g., education, housing, employment)
• Maintain contact with graduated youth when appropriate
• Educate the child and families about available community resources and services.

Communication & Representation

• Document all professional interactions and follow-up actions in a timely manner
• Represent Mustard Seed Ranch positively in the community (e.g., tours, speaking)
• Coordinate sibling/family contact and supervise visits as needed

Technology & Record Systems

• Maintain complete, organized, and timely records for each resident, including assessments, plans of care, contact notes, incident reports, medical information, school documentation, and other required materials
• Use the Ranch's established system to track and store documentation according to internal policies and licensing standards
• Update documentation within 24 hours following appointments, meetings, incidents, or other relevant events
• Ensure each child's file reflects an accurate and up-to-date picture of their progress, needs, and services
• Conduct regular self-audits of case files to verify completeness, clarity, and compliance
• Coordinate with houseparents and other staff to collect and integrate necessary documentation (e.g., medication logs, contact sheets, academic reports)
• Maintain documentation logs and due-date spreadsheets for recurring responsibilities (e.g., physicals, therapy, plan of care reviews)
• Safeguard confidentiality and sensitive information in all recordkeeping and communication
• Assist in preparing documentation for licensing reviews, audits, or reporting as needed

Other Duties

• Availability for evening hours and on-call responsibilities with a willingness to work two 11am-7pm shifts each week
• Assist in the homes when needed
• Provide in-home support during emergencies and be willing to assume temporary Houseparent responsibilities if needed
• Other duties as assigned

Knowledge, Skills, and Abilities Required:

• Agreement with Mustard Seed Ranch's Statement of Faith and active participation in a local church community
• Deep commitment to the Christ-centered mission of Mustard Seed Ranch and a compassionate burden for children and families
• Strong moral character, emotional stability, and a nurturing lifestyle as demonstrated through references
• Excellent interpersonal and communication skills, including the ability to listen patiently, respond diplomatically, and support individuals in crisis
• Ability to work independently and take initiative, while remaining a collaborative and respectful team member
• Willingness to align with and consistently implement the Ranch's established Model of Care
• Receptive to feedback and leadership direction, with a commitment to supporting organizational decisions and priorities with a positive, team-oriented attitude
• Adaptability to changing needs and schedules, including willingness to work evenings or weekends as required
• Organized and detail-oriented with strong recordkeeping skills and confidentiality in handling sensitive information
• Comfortable managing electronic case records and maintaining data accuracy
• Proficient in Google Workspace (Docs, Sheets, Drive) and other relevant software applications
• Physically and mentally able to meet the demands of a dynamic residential care environment

Education and Experience:

• Bachelor's degree in Social Work, Psychology, or a related field required
• Prior experience in child welfare, residential care, or a related setting strongly preferred
• Understanding of child development, family dynamics, and trauma-informed care principles
• Valid Tennessee driver's license (or ability to obtain within 30 days of employment)
• CPR and First Aid certification (or willingness to obtain upon hire)
• Must not have any history of criminal activity, including abuse, neglect, or drug-related offenses