Ohcds Coordinator

Title: OHCDS Coordinator

Department: Team Member Services Reports To: Director of Administration

Date Last Revised: July 11, 2025 Location: Hybrid FLSA Status: Non-Exempt

Safety/Sensitive Designations: This position is considered safety sensitive for the purpose of compliance with the Arkansas Medical Marijuana Act 593

Primary Responsibilities and Duties

• Document Management & Compliance:

o Process OHCDS requests and ensure all required supporting documents are obtained (e.g., Letters of Medical Necessity, invoices, proof of ownership, contractor bids, etc.)

o Confirm all documents meet PASSE-specific guidelines and approval requirements.

o Calculate and verify 20% administrative fees for ICM and ensure accuracy in all financial documents.

• Authorization Submission:

o Submit authorizations to the appropriate PASSE portal or via fax when necessary.

o Use appropriate service codes and modifiers

o Ensure requests meet the unique criteria set by each PASSE (e.g., number of bids, caps, modifier requirements).

• Coordination & Communication:

o Coordinate with care coordinators, vendors, and physicians to obtain necessary paperwork.

o Follow up with PASSE agencies to track status of authorizations and approvals.

o Notify vendors and care coordinators once payments are approved and disbursed.

• Therap & Internal Systems Entry:

o Enter and update client information in Therap system when necessary.

o Upload and organize digital files in SharePoint or OneDrive.

o Maintain OHCDS tracking spreadsheets accurately with status updates, email dates, check mailing dates, etc.

• Vendor Payment Coordination:

o Assemble complete OHCDS Packets including all documentation and checklist.

o Coordinate ACH, credit card, or check payments through ICM finance team.

o Ensure timely follow-up and communication regarding payment processing.

Qualifications

• High school diploma or equivalent (Associate's or Bachelor's degree preferred)
• 1-2 years of administrative or medical billing experience; experience with Medicaid waiver services preferred
• Strong organizational skills and keen attention to detail
• Proficiency in Microsoft Excel, SharePoint, and OneDrive
• Comfortable learning and navigating PASSE portals and Therap software
• Ability to manage multiple requests and meet deadlines
• Strong communication skills, both written and verbal
• Ability to work independently and collaboratively in a fast-paced setting
• To perform tasks efficiently. Able to type and use computers efficiently. Able to operate various office equipment such as copiers, multi-line phone system, and fax machine.

Preferred Skills

• Familiarity with Arkansas Medicaid and PASSE requirements
• Experience coordinating with vendors and care coordinators
• Understanding of HIPAA compliance and secure document handling