Office Coordinator for Medicaid Waiver Program

2 weeks ago

Birmingham, Alabama, United States Regional Planning Commission of Greater Birmingham Full time

The Office Coordinator for the Medicaid Waiver Program plays a crucial role in providing administrative, clerical, and secretarial assistance to ensure the smooth operation of the Medicaid Waiver office. This position involves performing essential office tasks such as drafting communications, managing billing processes, scheduling appointments, and maintaining organized filing systems and office supplies.

Key Responsibilities

  • Handles incoming calls on the Medicaid Waiver line, providing assistance and directing inquiries to the appropriate personnel.
  • Welcomes and guides clients and visitors, ensuring they are directed to the correct staff member.
  • Manages the receipt, sorting, and distribution of incoming mail and packages for the Medicaid Waiver Department.
  • Coordinates courier and messenger services as needed.
  • Performs faxing, scanning, and copying of documents as required.
  • Maintains and organizes office filing and storage systems effectively.
  • Schedules and organizes appointments and meetings for the Program Supervisor.
  • Monitors and manages office supply inventory, placing orders and distributing supplies as necessary.
  • Updates and maintains various databases, including mailing lists and client information.
  • Types and prepares documents, reports, and correspondence as needed.
  • Assists in planning and executing events.
  • Arranges travel logistics for staff members.
  • Ensures that office equipment is well-maintained and serviced regularly.
  • Provides support to the Office Assistant when required.

Medicaid Waiver Program Specific Duties

  • Prepares and binds documents for the Medicaid department as necessary.
  • Calculates and processes monthly billings for various Medicaid waivers.
  • Completes necessary intake referral forms.
  • Verifies Medicaid eligibility using the appropriate systems.
  • Enters client data into the designated software by the end of each month.
  • Submits updates and changes to Care Plans on a weekly basis.
  • Processes annual requests for proposals and manages contracts and addendums.
  • Plans and coordinates team training and events.
  • Provides training to new Direct Service Providers on billing procedures.
  • Assists in the auditing process as needed.
  • Acts as a liaison between clients and Direct Service Providers.
  • Maintains organized files for the Medicaid Waiver Program.
  • Offers assistance to the Program Director and case managers as required.

Required Competencies:

  • Proficient communication skills, both written and verbal.
  • Strong customer service abilities and telephone etiquette.
  • Demonstrated personal effectiveness and credibility.
  • Excellent interpersonal skills.
  • Strong critical thinking and problem-solving abilities.
  • Ability to maintain confidentiality at all times.
  • Proficient in microcomputer applications for word processing, spreadsheets, and database management.
  • Familiarity with Microsoft Office Suite (Word, PowerPoint, Excel).
  • Experience with office equipment such as postage machines and multi-line telephone systems.
  • Exceptional organizational and prioritization skills.
  • Ability to work independently towards objectives.
  • Strong time management skills with the ability to meet deadlines.
  • Attention to detail and accuracy in all tasks.
  • Reliability and adaptability in a dynamic work environment.

Qualifications:

A high school diploma or equivalent is required, along with 1-3 years of relevant experience in office administration or a related field. Knowledge of Medicaid programs and experience working with elderly or disabled individuals is preferred.

-OR-

An Associate's or Bachelor's degree in a related field is also acceptable.

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