Evaluations Case Monitor

Job Title: Evaluations Case Monitor Reports To: Chief Program Officer Education Director Job Purpose The Inspired Community Project (TICP) is seeking a highly organized, detail-oriented, and compassionate Evaluations Coordinator to oversee the coordination and administrative tracking of Multidisciplinary Evaluation (MDE) cases for children referred through the Committee on Preschool Special Education (CPSE) process.

The Evaluations Coordinator will manage cases from the initial referral through evaluation completion and case closure, ensuring that all required evaluations, supporting documentation, reports, and follow-up activities are completed accurately and within established timelines. This role will monitor evaluator assignments, appointment scheduling, documentation requirements, case deadlines, and the submission of completed evaluation packages for clinical, Quality Assurance, and CPSE review.

The Evaluations Coordinator will serve as a central point of communication among families, evaluators, clinical service teams, CPSE representatives, school district personnel, and TICP’s internal departments. The position will proactively identify and address missing documentation, scheduling barriers, evaluator delays, and other concerns that may interfere with the timely completion of an MDE case.

Aligned with TICP’s mission to promote equity, access, and support for underserved children and families, the Evaluations Coordinator will help ensure that families experience an organized, responsive, and supportive evaluation process. This role is essential to maintaining accurate and compliant case records, supporting clinical service teams, and ensuring that evaluations are completed efficiently and in accordance with applicable CPSE, program, and organizational requirements.

Duties and Responsibilities

Manage and monitor MDE cases from initial referral and intake through evaluation completion, submission, and case closure. Review incoming CPSE referrals, evaluation authorizations, and supporting documentation to confirm that all information required to begin the evaluation process has been received. Create, organize, and maintain complete digital case files for children referred for multidisciplinary evaluations.

Monitor MDE cases in accordance with applicable CPSE procedures, documentation requirements, evaluation authorizations, and established completion timelines. Coordinate the assignment of qualified evaluators based on the evaluations authorized, the child’s individual needs, language requirements, location, and evaluator availability.

Communicate case assignments, evaluation requirements, documentation expectations, and completion deadlines to evaluators. Monitor evaluator acceptance of assigned cases and follow up promptly when assignments remain unconfirmed or must be reassigned. Track the scheduling and completion of psychological evaluations, social histories, educational evaluations, speech and language evaluations, occupational therapy evaluations, physical therapy evaluations, and any other evaluations authorized as part of the MDE process.

Communicate with families to assist with scheduling, confirm appointments, obtain updated information, and answer administrative questions regarding the evaluation process. Maintain consistent, professional, and compassionate communication with families throughout the duration of the MDE process. Serve as a liaison among families, evaluators, clinical service teams, CPSE representatives, school district personnel, and internal departments to support the timely progression of each case.

Communicate with CPSE representatives and school district personnel regarding referrals, evaluation authorizations, case status, missing documentation, changes to evaluation requirements, and completed evaluation reports. Maintain accurate case-tracking systems that document referral dates, assignment dates, evaluator acceptance, appointment dates, evaluation statuses, report due dates, follow-up attempts, missing information, and case outcomes.

Monitor all case deadlines and proactively follow up with evaluators and families regarding overdue appointments, reports, forms, corrections, and other required documentation. Identify scheduling concerns, family communication barriers, evaluator delays, authorization concerns, or other issues that may interfere with timely case completion.

Escalate cases that are at risk of delay or noncompliance to the appropriate clinical or administrative supervisor. Review submitted evaluation reports and supporting documents for administrative completeness, including required signatures, dates, identifying information, evaluator credentials, and required forms. Return incomplete, inaccurate, or improperly formatted documentation to the appropriate evaluator for timely correction.

Track outstanding corrections and follow up until all required revisions have been completed and received. Ensure that completed evaluation reports and supporting documentation are properly labeled, uploaded, and stored in the appropriate digital case file. Confirm that all authorized components of the MDE have been completed before submitting the case for final clinical, Quality Assurance, billing, administrative, or CPSE review.

Ensure that completed evaluation reports and supporting documentation are submitted for CPSE review within established deadlines. Track CPSE-related correspondence, requests for additional information, changes to evaluation authorizations, and other case-specific instructions. Support the preparation of completed MDE case files for CPSE meetings and determinations, as applicable.

Collaborate with clinical supervisors and Quality Assurance staff to address documentation concerns and ensure that evaluation packages meet internal and external requirements. Support billing and administrative teams by confirming that required evaluations and case documentation have been completed and received. Maintain regular communication with clinical service teams regarding case progress, outstanding items, evaluator concerns, and cases at risk of delay.

Prepare and maintain case status reports regarding active referrals, evaluator assignments, scheduled evaluations, completed evaluations, overdue reports, pending corrections, and closed cases. Assist in preparing case files for internal reviews, Quality Assurance checks, audits, and requests from CPSE, school districts, or other applicable agencies.

Maintain the confidentiality and security of all child, family, medical, educational, and evaluation information. Follow all applicable privacy, documentation, record-retention, and organizational requirements. Stay informed of changes to CPSE procedures, MDE requirements, documentation standards, evaluation timelines, and applicable program guidelines.

Participate in team meetings, case reviews, administrative trainings, and professional development activities as required. Perform additional case-monitoring, coordination, and administrative duties as assigned.

Qualifications

Associate degree; bachelor’s degree in psychology, social work, education, human services, healthcare administration, or a related field preferred. Previous experience in case management, case coordination, healthcare administration, early childhood education, special education, behavioral health, or a related service environment preferred.

Experience working with CPSE multidisciplinary evaluations, preschool special education, early intervention, clinical services, or educational service coordination is strongly preferred. Strong organizational skills and the ability to manage multiple active cases, deadlines, and priorities simultaneously. Excellent written and verbal communication skills.

Strong attention to detail and the ability to identify missing, inconsistent, or incomplete documentation. Ability to communicate professionally and compassionately with families, evaluators, clinical professionals, and external agencies. Proficiency with electronic case-management systems, digital records, spreadsheets, email, and document-management platforms.

Ability to handle confidential and sensitive information with professionalism and discretion. Ability to work independently while collaborating effectively with clinical and administrative teams. Bilingual English/Spanish skills are preferred but not required. Position Details Schedule: full-time position, 40 hours per week.

Hybrid; Flexible schedule Salary: $52,000/year Benefits Medical & Vision 401K Health Saving Account (HSA) Commuter Benefits PTO Benefits: Total 7 weeks [36 days] Discretionary PTO Days: [ 15 days - can roll over] 3 weeks PTO per calendar year. Predetermined PTO Holidays: [11 Days] MLK Day, Presidents Day, Employee Appreciation Day (March), Autism Advocacy Day (April), Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Thanksgiving & Black Friday Predetermined PTO Weeks: [10 days - no roll over] Last week of August & the week between Christmas and New Years