Clinical Services Program Manager

Supervisor: Gracehaven Program Director

Supervises: Case Management Teams in Columbus, Toledo, Cleveland as well as all staff therapists. Oversees the work of non-staff therapists but has no supervisory role.

GOAL: To advance the mission of Gracehaven, an affiliate of Central Ohio Youth for Christ, by maximizing the mental, emotional and social well-being of survivors participating in Gracehaven programming through a team of highly skilled therapists and case managers.

KEY OBJECTIVES

• Manage strategic partnerships with agencies and court systems serving minor trafficking survivors to maintain a good reputation and ongoing access to referrals for our services
• Ensure high quality therapeutic and case management services being provided to the youth being served
• Monitor feedback, best practices and emerging research as a means of constant improvement
• Leadership, Management and Accountability for all Gracehaven case management teams and therapist staff.
• Actively partner with Community Engagement and Training Director to ensure quality groups and education for youth and to ensure quality strategic partnerships and networking.
• Responsible to manage costs of case managers and staff therapists to budget.
• Actively embrace spiritual commitments and responsibilities

SPECIFIC DUTIES

Responsibilities include, but are not limited to, the following:

Manage Strategic Partnerships

• Seek out partnerships with placement agencies and counties as well as partnership contacts for placement of referrals into the group homes of Gracehaven
• Engage strategic partnerships consistently and resolve issues quickly when they arise to maintain positive working relationship
• Monitor strategic partners’ perception of Gracehaven’s organizational reputation and address deficiencies as they arise
• Attend trafficking related community collaborations and events on a frequent basis
• Ensure Gracehaven fulfills all partnership commitments with excellence

Manage Clinical Process and Outcomes

• Ensure a high quality intake process that clarifies and documents a treatment plan for both clinical and case management relationships
• Ensure staff operate from clear definitions of program goals and outcomes related to clients
• Ensure proactive participation in service team meetings, clinical staffing meetings, court hearings, ISP meetings, etc.
• Ensure best practices are used in maintaining documentation such as case notes, treatment plans, ISP’s etc.
• Ensure all required data is collected and roll up reports updated monthly
• Ensure a high quality clinical graduation/discharge plan that includes follow up
• Ensure all clinical staff maintain education and licensure requirements for their role.
• Ensure all legal, ethical and contractual requirements for therapy and case management are followed with excellence
• Monitor progress of program results and performance metrics against annual goals
• Manage and be a staff person for the 24x7 clinical on-call hotline and in-person services for group home

Continuous Improvement & Compliance

• Research and catalogue existing best practices related to therapy and/or case management strategies being employed at Gracehaven
• Poll clients for feedback and suggestions for improvement semi-annually
• Identify gaps between existing policies, procedures or activities and best practices
• Work with clinical staff to bring alignment with existing and emerging best practices and current Gracehaven activities
• Ensure Gracehaven is meeting compliance regulations clinically according to QRTP, CARF, and other governing bodies. Work with Program Director and Compliance Department to ensure this is continuously improving.

Gracehaven Clinical Team LMA

• Ensure all annual departmental responsibilities are achieved with excellence and continuous improvement
• Ensure strategic plan objectives are achieved that relate to this department
• Ensure each role has a current job description, training plan, written policies and procedures and annual performance metrics and is in compliance with organizational template
• Ensure upcoming fiscal year performance goals are set on May 1 for each role, for each team member
• Ensure annual reviews are done for each staff person including progress against performance metrics and training goals
• Ensure all staff are supervised at least twice monthly
• Develop and manage task teams to mobilize volunteers for specific events or tasks as needed

Manage Budget for Gracehaven Clinical Team

• Help revise budget annually for the Clinical Team
• Ensure reimbursement income and grant income meet or exceed budgeted income goals and that expenses do not exceed budgeted expenses
• Ensure proper reporting and records submission for reimbursement grants, contracts, Medicaid
• Work with COYFC development team on donor calls and fundraising events and activities as needed
• Work with COYFC grant writing team to ensure agreement on grant writing strategy and financial commitments to ensure grants support existing budgets, goals and growth plans.
• Review department’s monthly financial report for both accuracy and management concerns

Fulfill Duties of Gracehaven Management Team

• Participate in Management Team meetings and discussions as moved by the HS to provide wisdom and insight on items under discussion or decisions being made.
• Prepare for and participate in twice annual planning retreats as required
• Identify ways to improve the organization and submit those suggestions into the management team planning cycles
• Support overall vision and mission of Gracehaven and COYFC, and intentionally develop an anti-silo ethos between Gracehaven and other COYFC entities
• Ensure team participation in Be the Story, See the Story, and Over the Edge events.