Fiscal Intermediary Coordinator

ADVOCATES INCORPORATED•Town of Salina, NY

1d•$23 - $23•Remote

About The Position

The Fiscal Intermediary Coordinator is a professional position at Advocates that provides quality assurance and administrative support to individuals and families using Fiscal Intermediary services. Working as part of a team, the coordinator ensures that documentation complies with Medicaid and OPWDD requirements, represents the Fiscal Intermediary at Life Plan meetings, and oversees individual budgets, including approval of reimbursements. The position requires a high standard of customer service and primarily works remotely, with encouragement to attend Life Plan meetings in person, quarterly in-person team meetings, and other meetings in person when necessary. The coordinator manages assigned caseloads by reviewing Life Plans and budget amendments, monitoring monthly finances and service utilization, maintaining required records, and coordinating documentation and approvals with individuals, families, Support Brokers, Care Managers, providers, and internal departments. The role uses eVero and SharePoint for daily caseload work and record keeping. The coordinator must follow organizational policies and procedures, complete required background checks, support the organization’s mission, and perform other job-related duties as requested by the supervisor. Duties and requirements may be modified to reasonably accommodate individuals with disabilities.

Requirements

At least two years of experience working within the Medicaid/OPWDD service system is minimally preferred.
Exceptional attention to detail and accuracy.
Excellent interpersonal skills, including the ability to communicate and problem-solve positively and professionally with coworkers.
Excellent verbal and written communication skills.
Ability to multitask, prioritize, and work independently.
Proficiency with technology and computers, including Word, Excel, and email.
Ability to work as part of an integrated team.
General knowledge of services provided.
Adhere to Advocates Incorporated policies and procedures.
Complete required background checks.
Ability to tolerate moderate noise and distractions in an office environment.
Ability to sit, stand, use hands, reach, talk, hear, walk, and lift up to 50 pounds, as required to perform the job satisfactorily.

Nice To Haves

Associate’s or bachelor’s degree preferred.
Previous experience providing documentation quality and compliance review, record keeping, and administrative support.

Responsibilities

Review Life Plans for OPWDD and agency compliance, facilitate needed corrections, and ensure billing requirements are met.
Provide administrative support, including data entry and entering information such as DDP1s into the CHOICES system.
Represent Advocates as the Fiscal Intermediary at Life Plan reviews for individuals on the assigned caseload, twice annually, and prepare thoroughly on budgets, budget-category utilization, reimbursements, compliance, and financial oversight.
Attend scheduled team meetings and OPWDD Support Broker trainings, and become Broker Certified.
Maintain and update contact information for individuals on the assigned caseload.
Conduct monthly financial and utilization reviews, working with Support Brokers to address issues in a timely manner.
Review Cost Neutral Budget Amendments and Full Budget Amendments for compliance and financial accuracy before submission to OPWDD; process and communicate approved changes to relevant agency departments according to formal guidelines.
Use eVero for daily caseload tasks, including entering and verifying reimbursements, processing budget amendments, tracking utilization and potential financial risks, and maintaining current information.
Maintain individual records and data in SharePoint required to support Medicaid and State billing, including NODs and LCEDs; follow up with Care Managers to obtain missing or non-compliant documentation as needed.
Work with individuals, families, and landlords to obtain updated lease agreements and W9s for housing subsidies, and complete payment authorizations for recurring subsidy payments.
Document monthly housing-related administrative activities to ensure timely payment of the Fiscal Intermediary administrative fee.
Coordinate completion of Housing Subsidy Participation Agreements and Quality Assurance Checklists with individuals, families, Brokers, and paid staff or mentors to meet OPWDD annual recertification requirements.
Review and approve reimbursements based on Medicaid and OPWDD guidance; coordinate with the Director of FI Services and FI Supervisor to support consistency and timely payment.
Approve consultants by coordinating provider requirements, including OPWDD clearance, treatment-plan guidance, scripts, and contracts; obtain final approval from the Director of FI Services or FI Supervisor and communicate service approval to the Finance Office, individual, Broker, and others as applicable.
Review monthly utilization of Direct Provider Purchased services and work with Support Brokers on overuse trends.
Follow Advocates Incorporated policies and procedures, promote the organization’s mission, and perform other job-related duties requested by the supervisor.