Case Manager Supervisor (Traditional & PDS)

MUST-READ (role reality): This role leads a small, high-impact case management team. Expect heavy documentation review, coaching, and problem-solving: you’ll audit files, track deadlines, support complex cases, onboard/train new case managers, and hold the team to waiver standards and Company policies.

Employer: 2nd Home Adult Day Health Care, LLC

Location: Lexington, KY (field travel within Kentucky)

Job Type: Full-time or Part-time

Reports To: President

Why this role exists

We provide Conflict-Free Case Management for Kentucky HCB Waiver participants across Traditional and Participant-Directed Services (PDS). The Case Manager Supervisor ensures case management quality, consistency, and compliance, supporting case managers while protecting participants’ rights, safety, and choice.

What you’ll do

#1 Team leadership & supervision

· Provide day-to-day supervision, guidance, and support for assigned case managers.

· Monitor caseload assignment and coverage; help balance workloads and reassign cases when needed.

· Lead onboarding and training for new case managers (policies, systems, waiver rules, documentation standards).

· Conduct regular 1:1s and team huddles; offer coaching, feedback, and performance support.

· Serve as an escalation point for complex situations, high-risk participants, or difficult conversations with participants/representatives/providers.

· Support implementation of performance improvement plans when documentation, timeliness, or quality standards are not met.

#2 Quality, compliance, and documentation oversight

· Ensure case management services follow applicable Kentucky HCB Waiver regulations, guidance, and Company policies.

· Maintain and monitor trackers for contacts/visits, recertifications, PCSP updates, and other time-sensitive tasks; prompt case managers when items are coming due or overdue.

· Complete scheduled and targeted chart reviews for quality, completeness, and accuracy; ensure files are audit-ready.

· Identify trends (e.g., late contacts, incomplete documentation, returned files) and partner with case managers to correct issues.

· Assist in preparing for and responding to audits, reviews, and quality initiatives; help develop and monitor corrective action plans when needed.

· Support consistent use of Company templates, naming conventions, and documentation standards across the team.

#3 Participant-centered case management (lead-by-example)

· Stay current with day-to-day case management realities and system changes; may maintain a very small caseload (e.g., 1–2 participants) if desired, but is not required to carry an ongoing caseload.

· Model person-centered planning: facilitate PCSP development/updates and team meetings with participants, guardians, and providers.

· Ensure participants and representatives are informed, involved, and respected in the case management process.

· Promote safety, dignity, and choice for each participant; ensure services align with the PCSP and are delivered in the least restrictive setting.

· Support resolution of participant concerns and complaints in collaboration with the President and other leadership.

#4 Communication, collaboration, and systems

· Communicate clearly and professionally with participants, guardians, providers, and internal departments.

· Coordinate closely with ADHC, Attendant Care, PDS, billing, and other programs so that services match the PCSP and authorizations.

· Use Company systems daily (Microsoft 365, Outlook/Teams, Excel/Word; shared drives/Dropbox; MWMA; KYMMIS and other payer portals as applicable).

· Contribute to policy/procedure updates and workflow improvements when processes aren’t working well.

What great looks like (sample outcomes)

· 100% of required contacts, visits, recertifications, and PCSP updates completed on time.

· ≤2% file returns/rejections due to documentation or process errors.

· Case manager trackers and caseload lists are current, organized, and usable at any time.

· New case managers complete onboarding on schedule and reach full productivity with strong documentation habits.

· Participants and representatives report high satisfaction with communication, responsiveness, and respect.

Minimum qualifications (mirror of current KY guidance)

Qualifications are aligned with 907 KAR 7:005 and 907 KAR 7:010, with flexibilities reflected per the Department’s Waiver Update. Candidates must meet one of the following:

· A registered nurse or a licensed practical nurse; or

· A bachelor’s degree in social work, human services, or a related field; or

· A bachelor’s degree in any field not closely related and two years of human-services experience; or

· An associate degree in behavioral science, social science, or a closely related field and two years of human-services-related experience; or

· Three years of human-services-related experience.

o Relevant fields of study may include: Rehabilitation, Nursing, Counseling, Education, Gerontology, Human Services, and/or Sociology.

o Relevant experience may include: work as a case manager or in a related human-services field; CNA/CMA/CHHA/PCA experience; paid professional experience with aging and/or disability populations or programs (case manager, rehabilitation specialist, health specialist, social services coordinator); assessment and care planning with clients; direct work with persons with disabilities or mental illness; assisting individuals/groups experiencing economic disadvantage, employment challenges, abuse/neglect, substance abuse, aging, disabilities, inadequate housing; or work in prevention, health, and cultural competencies.

In addition, Case Manager Supervisor candidates must have:

· At least three (3) years of HCB waiver or closely related case management/human-services experience.

· Prior experience providing leadership, supervision, or mentorship to staff (formal supervisor or strong lead role).

Must-have skills

· Organization & follow-through: checklist-driven, deadline-reliable, detail-obsessed; able to manage both own caseload and team oversight.

· Document control: strong documentation habits; comfortable reviewing others’ work for completeness and accuracy.

· Spreadsheet comfort: maintain and interpret trackers in Excel (filters/sorts/basic formulas); use data to drive follow-up.

· Clear, professional communication: with participants, representatives, providers, and staff; sound judgment and timely escalation.

· Coaching & feedback: able to set expectations, give direct but respectful feedback, and support staff through change.

Nice to have

· Prior supervisory or lead experience over case managers or human-services staff.

· Prior onboarding/staffing coordination or high-volume admin experience.

· Experience with community-based aging/disability services or waiver programs.

· Multilingual/Bilingual (helpful, not required).

Onboarding requirements & renewals (post-hire)

These are completed after hire per Company policy and role category (timelines provided during onboarding):

· Department-approved waiver/case-management training and competency topics (e.g., abuse/neglect/exploitation reporting, professional boundaries, person-centered practices).

· DAIL exam (≥80%) within onboarding, per policy.

· CPR/BLS & First Aid (entity requirements vary by role category); renewals per policy.

· TB screening/testing per policy.

· Background/registry checks and drug screen.

Travel & working conditions

· Mix of office, field, participant homes, and provider settings; regular in-state travel.

· Must maintain reliable transportation, valid driver’s license, and required auto insurance when duties include travel.

Equal Opportunity

2nd Home is an Equal Opportunity Employer. Employment is at-will.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person