Case Management Support Specialist – Early Intervention

Location: Remote
Employment Type: Full-Time | Independent Contractor
Schedule: Monday–Thursday, 9:00 AM–5:00 PM; Friday, 9:00 AM–12:30 PM
Break: 45-minute unpaid break, Monday–Thursday
Work Setup: Desktop computer with at least one external monitor required

About the Role

We are seeking an organized, detail-oriented, and highly responsive Case Management Support Specialist to provide administrative and case-management support to our Early Intervention team.

In this role, you will help ensure that new cases are opened and maintained accurately, authorizations and required documentation are up to date, outstanding items are followed through to resolution, and coordinators, providers, billing staff, and other stakeholders have the information they need.

The ideal candidate is someone who is highly organized, comfortable managing multiple cases and deadlines, persistent with follow-up, and able to handle confidential information with professionalism and care.

Key Responsibilities

Case Intake & Setup

- Open and set up new cases promptly and accurately in the appropriate case-management systems.

- Review referrals and enter required case information, including demographics, contact information, provider details, service information, and relevant dates.

- Upload, label, organize, and maintain required case documentation.

- Review records for missing, incomplete, outdated, or conflicting information and follow up with the appropriate parties.

- Ensure case information is accurate and complete before services and billing proceed.

Authorization Management

- Review, enter, and update service authorizations, including service type, frequency, duration, units, effective dates, expiration dates, and provider assignments.

- Monitor pending, missing, incorrect, and expiring authorizations.

- Compare authorization information against relevant service plans and provider schedules to identify discrepancies.

- Follow up with coordinators, providers, EI Hub contacts, and internal teams to obtain corrections or updated authorization information.

- Escalate urgent authorization issues that may impact services or delay billing.

Billing Coordination

- Communicate regularly with the Billing Department regarding authorization changes, provider assignments, service dates, documentation status, claim holds, denials, and other billing-related matters.

- Research outstanding billing items and assist with resolving issues within the scope of the role.

- Provide billing staff with accurate case information and supporting documentation.

- Track billing-related follow-ups and ensure resolved items are properly updated.

Provider & Documentation Follow-Up

- Monitor coordinators’ email accounts and follow up with providers regarding missing, late, incomplete, or inaccurate session notes.

- Track outstanding provider documentation and productivity items.

- Follow up on missing or expired prescriptions and scripts with physician offices, providers, families, coordinators, or other appropriate contacts.

- Monitor progress reports and follow up on upcoming, overdue, incomplete, or incorrect reports.

- Maintain accurate tracking logs of all outreach attempts, responses, outstanding items, and resolutions.

- Escalate repeated non-response, unresolved documentation issues, or concerns to the appropriate coordinator or manager.

Case Maintenance & Communication

- Keep case records, tracking logs, status fields, and document folders accurate and up to date.

- Review assigned work queues and outstanding-item reports daily and prioritize tasks based on urgency and deadlines.

- Communicate professionally and promptly with providers, physician offices, coordinators, billing teams, families, and internal staff.

- Provide coordinators and managers with regular updates on outstanding items and case status.

- Identify barriers, service risks, complaints, negative reports, and unresolved discrepancies and escalate appropriately.

- Assis