Medicaid Intake and Admissions Coordinator

Freedom Senior Services; Louisville (KY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

401(k)

Health insurance

Life insurance

Paid time off

Job summary

Freedom Senior Services is seeking an Intake and Admissions Coordinator for our Louisville, KY headquarters. This full-time, in-office role will partner with Outreach and external case managers to move participants from inquiry to scheduled start of care across Attendant Care and Adult Day Health Care programs.

You will manage MAP-10 submissions, MWMA follow-through, and KYNECT eligibility tracking, while maintaining accurate records in multiple systems.

Qualifications

• 4+ years of experience in healthcare intake, admissions, referral coordination, or Medicaid eligibility work; home care, adult day, or HCBS waiver experience strongly preferred.

Responsibilities

• Receive completed MAP-10 applications and pre-screen documents from the Outreach team and review every packet for completeness and accuracy before submission
• Upload MAP-10 applications to the Medicaid Waiver Management Application (MWMA) and complete the HCB Waiver Application to initiate the state review process
• Track Medicaid eligibility status in KYNECT Benefits and work with Outreach and participant contacts to resolve open items, missing documentation, and application gaps
• Conduct proactive follow-up on all pending applications and elevate delays with the state, physicians, or case management so no participant stalls in the pipeline
• Coordinate with referring physicians and Outreach to retrieve signed MAP-10 forms with required diagnosis codes and attestations
• Assist participants and families with case management selection once Level of Care and Medicaid eligibility are established
• Hand off complete, accurate participant records to clinical and program leadership for case acceptance, admission, and scheduling
• Respond to inbound care inquiries from email, web, and phone channels, qualify leads, and route them to Outreach or intake as appropriate
• Maintain accurate records across intake and case management systems and report pipeline status to leadership

Skills

Healthcare intake

Admissions

Medicaid

CRM

Case management

Tools

KYNECT

MWMA

MAP-10

Job description

Freedom Senior Services is a leading Medicaid-focused Home and Community-Based Services (HCBS) platform dedicated to helping older adults and individuals with disabilities maintain independence at home and in their communities. The organization delivers coordinated personal home care, adult day healthcare, services for individuals with Intellectual and Developmental Disabilities (IDD), and specialized support for veterans. Founded in Kentucky, Freedom Senior Services now operates more than 20 locations across Kentucky, Indiana, Ohio, Pennsylvania, and Tennessee, partnering closely with state Medicaid agencies and managed care organizations. The company emphasizes high-retention, high-compliance care through a direct caregiver workforce and strong cultural competency, serving a diverse client base with a focus on trust and quality. Team members join a mission-driven environment committed to keeping people connected, supported, and out of institutional care.

Role Description

The Intake and Admissions Coordinator is a full-time, in-office position working out of our Louisville, KY headquarters, with some travel across the Commonwealth. The intake and admissions coordinator is the front door for new participants to our Attendant Care and Adult Day Health Care programs. You are the bridge between lead generation and care starts. You will partner daily with our Outreach team and with external case managers and referral sources to move participants from first inquiry through an approved, scheduled start of care. You will also serve as the first point of contact for care inquiries arriving through [e-mail], our website, and the 502-FREEDOM phone line, ensuring every inquiry gets a timely, knowledgeable response and enters the intake pipeline.

What You Will Do

• Receive completed MAP-10 applications and pre-screen documents from the Outreach team and review every packet for completeness and accuracy before submission
• Upload MAP-10 applications to the Medicaid Waiver Management Application (MWMA) and complete the HCB Waiver Application to initiate the state review process
• Track Medicaid eligibility status in KYNECT Benefits and work with Outreach and participant contacts to resolve open items, missing documentation, and application gaps
• Conduct proactive follow-up on all pending applications and elevate delays with the state, physicians, or case management so no participant stalls in the pipeline
• Coordinate with referring physicians and Outreach to retrieve signed MAP-10 forms with required diagnosis codes and attestations
• Assist participants and families with case management selection once Level of Care and Medicaid eligibility are established
• Hand off complete, accurate participant records to clinical and program leadership for case acceptance, admission, and scheduling
• Respond to inbound care inquiries from email, web, and phone channels, qualify leads, and route them to Outreach or intake as appropriate
• Maintain accurate records across intake and case management systems and report pipeline status to leadership

Qualifications

• 4+ years of experience in healthcare intake, admissions, referral coordination, or Medicaid eligibility work; home care, adult day, or HCBS waiver experience strongly preferred
• Working knowledge of Kentucky Medicaid and HCBS waiver programs (MAP-10, MWMA, KYNECT) or demonstrated ability to learn state systems quickly
• Strong follow-up discipline: you close loops, track deadlines, and cascade before problems become delays
• Clear, professional communication with families, physicians, case managers, and state agencies
• Experience with benefit verification, medical terminology, and documentation review
• Comfort working across multiple software systems; CRM or case management system experience a plus
• Bilingual or multilingual candidates strongly encouraged to apply; a majority of the participants we serve speak English as a second language
• 401(k)
• Health insurance
• Life insurance
• Paid time off

Why Freedom Senior Services

• You will own a role that directly determines how quickly people in need get care. Every application you move forward is a family that gets help sooner. You will work at the center of a growing, mission-driven organization with real advancement opportunity as we expand.