Enrollment and Data Specialist

**KIPDA participates in the Kentucky Employees’ Health Plan, the Kentucky Retirement System, and Kentucky Deferred Compensation. Other benefits for full-time KIPDA employees include 7-hour workdays, dental insurance, vision insurance, free life insurance, free short-term and long-term disability insurance, Flexible Spending Accounts (FSA), 24 days of paid leave, and 14 paid holidays.

Title: FMA (Financial Management Agency) Participant Enrollment & Data Specialist

Division: Social Services

Supervisor: Finance and Contracts Manager

Supervises: None

Class Characteristics: This position primarily involves documentation processing, compliance monitoring, and record management related to FMA waiver services for internal and external programs.

General Duties and Responsibilities:

Essential:

1. Review and process participant and employee documentation for internal case managers and external case management agencies, requesting corrections when necessary.

2. Act as a primary point of contact for case management agencies regarding FMA waiver services and participant records.

3. Monitor departmental inboxes, routing or responding to inquiries in a timely and professional manner.

4. Verify and confirm participant budgets, pay rates, plan of care, and prior authorization details for accuracy and compliance with requirements.

5. Enter and maintain accurate participant, representative, and employee information in Navigation Plus, including payroll-related fields, demographic data, and required documentation.

6. Track and categorize packets (new, recertification, employee only, information update), maintain logs, and compile statistics for reporting and quality improvement.

7. Establish new participant accounts by entering data into Navigation Plus, applying for federal ID numbers via the IRS website, and submitting 2678 forms. Maintain organized digital records for compliance.

8. Run & distribute standard and ad-hoc reports to support case managers, agencies, and management.

9. Collaborate with internal staff and external agencies to resolve discrepancies in documentation, budgets, or participant/employee information.

10. Maintain organized files and ensure compliance with Medicaid waiver requirements, HIPAA, and KIPDA policies.

11. Support departmental projects, audits, and process improvement initiatives.

12. Perform other duties as assigned.

Secondary:

1. Attend and actively participate in meetings.

2. Assist with various Finance Department projects.

3. Support agency-related functions as needed or required.

DESIRABLE QUALIFICATIONS

Training and Experience: Associate’s degree in business, accounting, or related field preferred, supplemented by two years of compliance, records management or financial services experience. Additional work experience may be substituted on a year-for-year basis.

Special Knowledge, Skills and Abilities:

Knowledge:

1. Knowledge of Microsoft Office Suite and reporting tools.

2. Knowledge of administrative and financial review practices.

3. Knowledge of, or ability to learn, applicable federal and state regulations, including OMB Circulares, KRS, KAR, and KIPDA policies.

4. Knowledge of compliance and documentation requirements related to Medicaid waiver services (preferred).

Skills:

1. Strong computer and data entry skills.

2. Organization and time management.

3. Mathematical and analytical skills for reviewing budgets and pay rates.

4. Problem-solving and accuracy in compliance review.

Abilities:

1. Ability to communicate effectively, orally and in writing.

2. Ability to review, analyze, and confirm budgets, pay rates, and participant records for compliance.

3. Ability to maintain confidentiality and handle sensitive information appropriately.

4. Ability to prioritize workload and meet deadlines.

5. Ability to establish and maintain effective working relationships with case managers, agencies, and staff.

6. Ability to identify problems, recommend solutions, and ensure accuracy across all records.

ADDITIONAL REQUIREMENTS

Instructions: General; tasks are guided by established procedures, but judgement is required in prioritizing and organizing work.

Processes: Work is varied and requires accuracy; duties follow established methods and compliance standards.

Review of Work: Supervisor reviews most completed work for accuracy and compliance.

Analytical Requirements: Duties require attention to detail, accuracy in mathematical calculations, and compliance with waiver standards.

Tools, Equipment and Vehicles Used: Normal office equipment (computer, calculator, copier, telephone, etc.)

Physical Requirements of the Job: Work is typically performed indoors at a desk or table in a noisy climate-controlled environment with intermittent standing, walking, and stooping.

Contacts: Frequent contact with staff, base managers, and external agencies requiring tact and diplomacy.

Confidential Information: Regular access to confidential participant and employee information.

Mental Effort: Moderate to heavy.

Interruptions: Frequent.

Special Licensing Requirements: N/A

Availability: Overtime is not required.

Certification Requirements: None.

Additional Requirements: None.

Overtime Provision: Non-exempt.

Job Type: Full-time

Pay: $42,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $42,000