Case Manager - Absence Management

POSITION SUMMARY:

The Case Manager is responsible for delivering best in class leave of absence, worker’s compensation and accommodation services by effectively managing assigned case load in coordination with the vendor to provide a compliant and a smooth experience for Boston Medical Health System employees. This includes tracking of leaves cases, in accordance with BMCHS, federal and state regulations, and BMCHS policies and procedures. This includes individual case management for affected employees including the establishment of ongoing communications with employees, managers, appropriate health care providers and agencies to ensure a thorough understanding and documentation of individual circumstance, and the development of appropriate plans for absence resolutions.

Position: Case Manager

Department: Absence Management

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Navigate and respond to inquiries about leave, worker’s compensation and disability events, and options available to employees.

• Serve as a point of contact for assigned staff to provide holistic case management services, including working with the third party administrator to adjust leaves in compliance with the corresponding leave, federal and state laws as defined by Boston Medical Health System

• Monitors, tracks, and maintains all records for work-related injuries and absences and prepares periodic reports on work related absences and modified duty data

• Educate managers and business partners on employee concerns and needs prior to being off or returning back to work

• Communicate regular updates to employees and stakeholders both verbally and in writing

• Ensure compliance with standard work, federal/state regulations, and company policy

• Maintain system records to ensure accurate and timely information/documentation

• Consult, coordinate and partner with our third party administrator, HR, Safety, Legal, Payroll, Benefits, Managers and other departments/systems as appropriate

• Leverage practice tools and Boston Medical Health System resources to support oversight of a leave event as appropriate

• Critically assess and adjust the case management plan to an employee’s changing needs

• Troubleshoot issues and seek to remove barriers before, during, or after a leave event

• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.

• Utilizes Boston Medical Center’s values as the basis for decision-making and to facilitate the hospital mission.

• Follows established hospital infection control and safety procedures.

• Respond to employee impacting issues that may arise during the leave event and ensure the right communication occurs

• Manages caseload efficiently, organizes priorities, provides timely intervention and maintains sensitivity to confidential records

• Flexibility to work nights and weekend

• Performs other duties as needed and directed.

1. Leaves of Absence Support: Duties performed under the direction of the absence management team

• Assists in administrative processing of Leaves of Absence (LOA) approvals.

• Processes requests and manages the absence management email.

• Runs reports related to all aspects of LOAs.

• Educates employees and managers as to the process for all leave requests.

• Educates and assists managers in LOA process and time entry.

• Works with LTD/STD provider in processing the wage replacement for staff on leave.

• Coordinates and processes incoming faxes and emails.

• Performs data entry in Kronos system related to LOAs.

• Verifies eligibility for LOAs in partnership with the third party administrator.

• Processes letters and manager notification as needed.

• Provides support for absences and time off for the team.

• Participates in monthly claims review and compiles all pertinent information for open forum discussion with third party administrator

• Assists in updating the biweekly leave reports which is utilized as a tool for identifying absence trends and patterns throughout the organization

2.  Workers’ Compensation Support: Duties performed under the direction of the absence management team

• Provides administrative support to workers’ compensation.

• Gathers all necessary medical documentation and send to Worker’s Comp vendor

• Assist injured workers, with questions or concerns.

• Gathers information in a timely manner on employees that have sustained work-related injury/illness and identifies potential red flag issues and alerts management in a timely manner

• Educates managers as to the internal procedures related to workers comp.

• Conducts audits to determine injured workers that need leave.

• Participates in team meetings with labor relations and HRBP, if needed

• Participates in the quarterly claim review.

• Assists in processing the workers compensation claims and follows up with employees to ensure compliance.

• Works with payroll and third part administrator to ensure proper pay for those on indemnity.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB DESCRIPTION CHARACTERISTICS

EDUCATION:

• Bachelor's Degree or equivalent work experience

• HR certification (i.e., CCP, PHR, SPHR) preferred

EXPERIENCE:

• Minimum of two years of relevant work experience is required.

• Experience with FMLA, PFML, out of state statutory leaves or workers’ comp preferred

• Kronos and Workday experience preferred

KNOWLEDGE AND SKILLS:

• Thorough knowledge of federal, state laws, regulations, rules, policies and procedures regarding workplace absence and disability designations, covering both occupational injuries and all other types of work absences

• Thorough knowledge of ADA regulations and compliance requirements

• Strong computer skills in MS Office and the ability to work on data entry

• Ability to work with spreadsheets.

• Strong analytical skills.

• Team oriented and ability to adapt to change

• Ability to work independently

• Strong customer service skills, including empathy, compassion, patience and enthusiasm.

• Strong interpersonal and problem solving skills

• Ability to multi task along with strong judgment skills

• Good judgment and detail oriented

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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