Fiscal Intermediary Coordinator

Position Summary 

The Fiscal Intermediary Coordinator is a professional position within Advocates providing quality assurance and administrative support working with individuals and their families as a part of our Fiscal Intermediary Service.  The person in this position works as part of a team to ensure the quality and compliance of documentation required by Medicaid and OPWDD and represents the Fiscal Intermediary at Life Plan meetings.   They are also responsible for the financial oversight of individual budgets including approval of reimbursements.  This position requires a high standard of customer service.  

Duties and Responsibilities

• Perform OPWDD and agency compliance review of Life Plans including facilitating any corrections needed to ensure all billing requirements 

• Provide administrative support including data entry and entering information into CHOICES system (ex. DDP1s)
• Represent Advocates as the Fiscal Intermediary at Life Plan reviews for each individual on the FI Coordinator’s caseload (twice annually). Complete incredibly thorough preparation in areas of budget and budget category utilization, reimbursements, OPWDD, and agency compliance and financial oversight.  
• Attend team meetings as scheduled
• Attend Support Broker trainings as offered by OPWDD and become Broker Certified
• Maintain and update contact information for individuals on assigned caseload
• Perform monthly financial and utilization review for individuals on assigned caseload, work closely with Support Brokers to rectify items in a timely manner
• Review compliance and financial accuracy of Cost Neutral Budget Amendments and Full Budget Amendments before submission to OPWDD.  Upon approval, fully process and communicate budget changes to agency departments including human resources, finance, and compliance, with strict adherence to formal budget processing guidelines
• Utilize eVero for daily tasks associated with the FI Coordinator’s caseload responsibilities: entering and verifying reimbursements, processing budget amendments, tracking utilization and potential financial risk areas, and maintaining up-to-date information 
• Maintain individual records and data in SharePoint, which are required by OPWDD and Medicaid to support Medicaid/State billing (ex. NOD’s, LCEDs, etc.) including any follow up with the Care Manager as necessary to obtain documentation, or for any missing or non-compliant documentation
• Work with individuals/families/landlords to obtain updated lease agreements and W9’s for individuals with housing subsidies on the FI Coordinators caseload, as well as complete payment authorizations for recurring housing subsidy payments. Documenting monthly administrative activities in regard to housing to ensure timely payment of FI admin fee. Coordinate with individuals/families, Brokers, and paid staff/mentors to complete the Housing Subsidy Participation Agreements and Quality Assurance Checklists, to ensure compliance with OPWDD’s annual recertification requirements 
• Review and approve reimbursements for individuals on assigned caseload based on Medicaid and OPWDD guidance.  Work closely with Director of FI Services and FI Supervisor to maintain consistency and ensure timeliness of payment to individuals. 
• Consultants/Contracts: Provide approval for consultants including coordination with provider to finalize: OPWDD clearance, guidance on Treatment Plan, scripts, contracts, coordination of consultant requirements and communicate final approval to begin service to Finance Office, individual, Broker, etc.  Seek final approval from Director of FI Services or FI Supervisor
• Review monthly utilization for Direct Provider Purchased services, work closely with Support Brokers on any over usage trends.
• This position primarily works remote, but FI Coordinators are encouraged to attend Lifeplan meetings in-person, quarterly in-person Team meetings, other meetings in-person when necessary. 

Education and Previous Experience Requirements

• Minimally preferred 2 years of experience working within Medicaid/OPWDD service system, previous experience providing documentation quality and compliance review, record keeping and administrative support, Associates/Bachelor’s Degree preferred

Knowledge and Skills Needed to Perform Effectively in this Position

• Must have exceptional attention to detail and accuracy
• Must have excellent interpersonal skills - ability to communicate and problem solve with co-workers in a positive and professional manner
• Must have excellent communication skills – verbal and written
• Must have the ability to multi-task, prioritize, and work independently 
• Must have proficiency in use of technology/computers including use of Word, Excel, email
• Must have the ability to work as part of an integrated team
• Must demonstrate a general knowledge of services provided

Additional Requirements

• Must adhere to the policies and procedures of Advocates Incorporated. 
• Must complete required background checks 

Job-related physical abilities needed in order to perform the job in a satisfactory manner.

The individual in this position must be able to tolerate a moderate noise level and handle distractions within the office environment.  In the course of the job, may be required to sit, stand, use hands, reach, talk, hear, walk, or lift up to 50 pounds.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.   

Expectations/Indicators

This section explains specific expectations for this position and may be in addition to those expectations identified through a performance appraisal process.

Key Performance Indicators:

• Financial Oversight
• Customer Service
• Quality Assurance
• Accurate Record Keeping
• Communication and Reporting
• Teamwork

It is expected that the Fiscal Intermediary Coordinator will follow all policies and procedures of the organization and those practices outlined in the employee handbook.  This person will at all times work to promote the mission of the organization.