Fiscal Intermediary Coordinator

Advocates Incorporated; Village of Liverpool (NY); Remote; USD 60,000 - 80,000; Full time

Job summary

Advocates Incorporated seeks a Fiscal Intermediary Coordinator to ensure quality, compliance, and financial oversight of individual budgets within Medicaid/OPWDD guidelines. You will support Life Plan processes, data entry, and reimbursement approvals, serving individuals and families with a focus on accuracy and customer service.

This role primarily works remotely, with in-person LifePlan meetings, quarterly team sessions, and occasional on-site participation as needed.

Qualifications

• Minimally 2 years of Medicaid/OPWDD experience.
• Strong documentation quality, compliance review, and record-keeping.
• Associates/Bachelor’s degree preferred.

Responsibilities

• Review Life Plans for OPWDD and billing to ensure compliance and corrections as needed.
• Process reimbursements, budget amendments, and communicate changes.
• Maintain records in SharePoint and CHOICES; coordinate with Care Manager for required docs.

Skills

Attention to detail

Interpersonal skills

Communication skills

Multitasking

Teamwork

Education

Associates/Bachelor’s Degree preferred

Tools

Microsoft Word

Excel

SharePoint

CHOICES system

Job description

Position SummaryThe 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 ResponsibilitiesPerform OPWDD and agency compliance review of Life Plans including facilitating any corrections needed to ensure all billing requirementsProvide 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 scheduledAttend Support Broker trainings as offered by OPWDD and become Broker CertifiedMaintain and update contact information for individuals on assigned caseloadPerform monthly financial and utilization review for individuals on assigned caseload, work closely with Support Brokers to rectify items in a timely mannerReview 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 guidelinesUtilize 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 informationMaintain 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 documentationWork 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 requirementsReview 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 SupervisorReview 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 RequirementsMinimally 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 preferredKnowledge and Skills Needed to Perform Effectively in this PositionMust have exceptional attention to detail and accuracyMust have excellent interpersonal skills - ability to communicate and problem solve with co-workers in a positive and professional mannerMust have excellent communication skills – verbal and writtenMust have the ability to multi-task, prioritize, and work independentlyMust have proficiency in use of technology/computers including use of Word, Excel, emailMust have the ability to work as part of an integrated teamMust demonstrate a general knowledge of services providedAdditional RequirementsMust adhere to the policies and procedures of Advocates Incorporated.Must complete required background checksJob-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/IndicatorsThis 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 OversightCustomer ServiceQuality AssuranceAccurate Record KeepingCommunication and ReportingTeamworkIt 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.All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. This position guide in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.