Reentry Case Manager

THE SALVATION ARMY

North and Central Illinois Division – Pathway Forward Program

POSITION DESCRIPTION

POSTION TITLE:                         Reentry Case Manager

LOCATION/DEPARTMENT:       Pathway Forward Program

REPORTS TO:                            Program Manager/Case Management

FLSA CATEGORY:                     Non-Exempt

STATUS TYPE:                           RFT

OUTCOMES

Carries an assigned caseload of residents currently in the custody of the Federal Bureau of Prisons (B.O.P.) or the United States Probation and Pretrial Office. Provides comprehensive case management and other services targeted to enhance resident competencies related to a successful transition into the community. Works with each assigned resident to promote a productive life style, reduce the risk of recidivism, and address specific factors that impact the individual resident’s criminality and reentry. Oversees the resident’s progress through the re-entry program from intake to release.  Ensures that all case files are properly organized, up to date, and accurate. Contributes to promoting an overall rehabilitative environment at the re-entry center.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Intake

1. Works with Intake Department and all other Pathway Forward Program staff to ensure that resident files are properly set up and all necessary intake and orientation procedures are completed on time. Orientation procedures shall include ensuring that each resident has a clear understanding of program requirements, procedures, and activities. Monitors residents’ progress through orientation/intake, including completion of ‘Orientation Routing’ form and ‘Transitional Skills Training’ units. Ensures entry of visitors for each new resident on ‘Visitor’ log in ‘SecurManage’, with signature of resident and Reentry Case Manager (RCM) verifying each approved visitor. Provides monthly program calendar to residents to facilitate their initial programming and awareness of designated visiting days.  As justified by visitor concerns, forwards requests for initial or special visits to Program Supervision. 
2. During initial meeting with newly arrived resident, ensures inquiry about need for special accommodation given documented health issues. If indicated, prepares and forwards ‘Authorization to Retain Special Items’ to Security Supervisor. RCM also inquires about prescribed medications as verified and forwards ‘Authorization to Retain Special Items’ so resident can maintain appropriate medications in his/her room. If resident has physical needs or mental health concerns requiring maintenance/dispensing of medication at control desk, prepares and forwards ‘Resident Medical/Mental Health Condition Report’ to the Security Supervisor. If mental health concern, also forwards form to the Clinical Administrator
3. During initial meeting with newly arrived resident, ensures inquiry about need or preference for special or restricted diet, preparing and forwarding notification to Security Supervisor as indicated.
4. After completion of ‘Medical Screen’ and verification of need for follow-up health care, prepares ‘Request for Approval for Medical Treatment and Reimbursement’ (Med. Cert), forwarding this in timely manner along with required documentation to B.O.P. Healthcare Services. Upon receipt of B.O.P. approval for medical treatment by designated provider, enters required movement for resident reporting. Ensures collection of documentation from health care provider, forwarded by provider or resident as proof of services rendered. Forwards these documents, with a copy of the corresponding approved Med. Cert., to the Finance Department for processing.
5. Reviews the residents’ financial status and processes Indigent Grant Fund requests for indigent residents to obtain medication. Arranges transportation for residents with serious medical conditions to report for medical appointments and/or pick up medication.
6. As part of the intake process, undertakes a comprehensive assessment of the resident’s strengths, needs, and risk factors for recidivism. This process shall include completion of a Medical Screen within 24 hours of the resident’s arrival, as well as completion of an Employment History. Within 7 days of the resident’s arrival, administers the ‘Correctional Assessment and Intervention System’ (C.A.I.S.). This includes C.A.I.S. interview, on-line entry and scoring of responses with consideration of other sources of objective information, then printout of result for inclusion in the resident’s case file.  
7. After C.A.I.S. result is available, utilizing information for formulation of ‘Preliminary Treatment Plan’ with achievable short and long-term goals established in such areas as legal, family/community reintegration, aftercare, employment/education, medical, and financial.
8. Upon residents’ completion of required intake, forwards request for Program Review Team (P.R.T.) initial staffing. Prepares ‘Program Staffing Report’ in advance of initial staffing and presents case at initial P.R.T. staffing.  Also, prepares any other required documents for P.R.T., as needed, including ‘Transitional Skills Exemption Authorization’. Thereafter, presents requests for component changes, including promotions and demotions, to P.R.T.  As needed, forwards cases to P.R.T. for consultation or conference. Ensures weekly update via e-mail to Intake Department regarding current component/level assignments on case load.
9. Works with residents referred by the United States Probation and Pretrial Services. Ensures that each assigned resident requiring completion of physical exam within 5 business days complies with Intake Department and meets requirement.  Reports all concerns to the assigned Probation Officer (U.S.P.O.).  Verifies with the assigned U.S.P.O. all movements to employment/school opportunities, weekend pass sites, and supportive services and obtains his/her approval prior to starting date. RCM staffs cases with the U.S.P.O. as necessary.

Resident Interaction

1. Meets at least once per week with each assigned resident, entering comprehensive ‘Supervision Plan’ at each weekly meeting which reflects the resident’s current accountability and re-entry progress (or lack thereof), including their progress in achieving goals established in the ‘Preliminary Treatment Plan’. Monitors resident’s medication to ensure that it being taken in a timely manner. Ensures that the weekly ‘Supervision Plan’ is reviewed, then signed by the resident prior conclusion of the weekly meeting. Ensures initial Supervision Plan is entered and signed with 14 days of each new resident’s arrival at the Pathway Forward Program.                                                                             
2. Ensures responsiveness to resident concerns. Provides adjustment counseling and guidance to address problematic thinking and behavior, reduce the risk of program failure and recidivism, and further the resident’s constructive re-entry. Offers residents support during unique circumstance such as birth, loss of a loved one, illnesses of a family member, etc.. Notifies the chaplaincy department of such occurrences.
3. Enters required resident movements into the community according to program guidelines/parameters, exercising sound correctional judgment. Monitors resident movement in the community and ensures resident accountability, including residents’ submittal of clear documentation from designated sites as proof of reporting to that location.
4. Ensures residents receive required legal documentation in timely manner, including copy of updated Sentence Computation. Provides residents with verification letters to assist I.D. update.
5. Ensures assigned residents report for mandated aftercare, including Transitional Skills Journaling Program, Transitional Drug Aftercare Treatment, Mental Health Aftercare or Drug Aftercare. Enters movements in advance and provides resident printed itinerary of scheduled sessions.
6. Within 72 hours of a newly assigned resident’s arrival, completes a ‘Prison Rape Elimination Act’ (P.R.E.A.) Initial Screening. Forwards e-mail notification to Pathway Forward Administrative Secretary and Case Management Coordinator of initial P.R.E.A. Screening completion. Prior to assigned residents’ completion of 30 days in program, administers ‘Prison Rape Elimination Act’ Re-Screening, forwarding e-mail notification of completion to Pathway Forward Administrative Secretary and Case Management Coordinator.  
7. Ensures resident accountability in the community, including pre-verification of late afternoon and weekend movements,  verification of appointments or reporting  via phone or e-mail with designated contacts at sites in the community,  and requests for follow-up documentation from resident. When residents fail to comply with documentation requirements, initiates follow-up to bring resident into compliance with program and contractual expectations.

Employment

1. Communicates with the Learning Resource Center (L.R.C.) to ensure resident completion of required resume and other pre-employment requirements. Collaborates with L.R.C. staff to provide additional guidance to residents struggling to complete requirements and/or residents in non-compliance with L.R.C. directives. Along with the L.R.C., assists the resident identifying employment, school, or job training opportunities appropriate to the resident’s education and skill set. Relays new information regarding employment, job training, school opportunities to L.R.C. staff and colleagues. 
2. Maintains collaborative relationships with outside agencies. Facilitates referrals of residents, as deemed appropriate for that resident, to outside job readiness/job placement agencies, job training or certification programs, or school programs. Ensures referred residents report to sites with all required documentation/credentials. With supervisory approval, participates in staffing of residents with outside agencies while monitoring the attendance and progress of residents in vocational or educational placements.  This can be done either by phone or when representatives from other agencies visit RRC.
3. Prepares request for employment spot check upon verification of the resident’s job placement. Ensures that residents under B.O.P. jurisdiction do not begin employment without initial conferral with employer occurring prior to resident’s initial work shift. Ensures employer of resident under B.O.P. jurisdiction is aware of the resident’s assignment to the Pathway Forward Program under the authority of the U.S. Attorney General. Also, verifies that designated contact at the resident’s employment, whether supervisor or Human Resources Manager, is aware of requirement to meet with the Pathway Forward Field Representative and sign and date acknowledgement of the resident’s status within 7 calendar days of his/her job start. Responsive to Pathway Forward Program Supervision and Field Representatives when spot check completion is hindered or delayed, assisting to facilitate completion of spot check (or cancel work movement if issue cannot be resolved). Conducts weekly telephonic spot checks after resident starts employment to ensure resident’s continued job attendance. Ensures conferral with assigned United States Probation Officer before permitting residents under court jurisdiction to resume or begin employment

Financial Issues

1. Assists the resident in compliance with income reporting and subsistence requirements, including initial review and resident acknowledgement on ‘Resident Financial Responsibility Notification’. Ensures verification of first pay date and pay cycle via conferral with the resident’s employer, then reflects these dates in weekly ‘Supervision Plan’. Documents the resident’s current income reporting and subsistence obligation compliance in weekly ‘Supervision Plan’, including date of paycheck, date submitted to cashier, gross amount of paycheck, pay period reflected, and date and amount of subsistence due/paid.  Monitors resident compliance with income reporting and subsistence payment requirements, seeking resolution of delays in timely manner and, when necessary, issuing Disciplinary Incident Report when residents are non-compliant. Responds in timely manner to issues identified by audits of Pathway Forward Program Cashier. Files audit forms in Section 10 of the resident’s case file.  Files other (income reporting and subsistence payment invoices) documentation received from cashier in Section 10.   
2. Assists the resident in formulating a budget based on verified monthly income and expenses documented on the ‘Personal Expense Management Plan’ form. Provides resident a copy of the completed/signed budget and enters into case file at beginning of Section 10. If court-ordered waiver of subsistence is received, completes initial page of ‘Subsistence Waiver Request’ and forwards to Resident Reentry Contract Oversight Specialist at Bureau of Prisons along with signed judge’s order, for confirmation. If resident presents documentation of hardship, then prepares ‘Subsistence Waiver Request’ and forwards (along with supportive documentation) so reduction or waiver can be considered by B.O.P.  As permitted by B.O.P., prepares and forwards e-mail requesting waiver of resident’s pro-rate subsistence obligation. Ensures residents continue to report income regardless of subsistence waiver approval.

Special Requests

1. Addresses all special requests, unusual circumstances. Must also address certain emergencies immediately, as they arise. Sends special reports to B.O.P. for such occurrences, Requests furlough approvals for overnight hospitalization and out of district travel. Contacts assigned U.S.P.O and obtains approval in such instances.  Addresses all clemency cases by sending weekly Supervision Plans and CAIS assessment to Program Supervisor, and establishing/maintaining communication with Clemency Reentry Team.

Monitoring

1. Monitors GPS tracking and monitoring requirement to ensure they are not deviating from their designated sites. When a malfunction occurs with a GPS unit, RCM refers the resident to the Intake Department for troubleshooting or replacement of the GPS units.

Case Files

1. Maintains assigned case files that are complete, accurate, current and in readily auditable condition. Upon receipt of binder, ensures timely consolidation...