Case Management Supervisor

• Provide assessment and case management services for persons enrolled in Medicaid Waiver Programs in the Gateway Region, which include, but are not limited to Participant Directed Services, Traditional, and other pilot projects for Medicaid;
• Review files, documentation, and general work of Case Manager staff on a regular basis;
• Ensure staff are following the latest policies and procedures of the program and agency, which may include performing home and site visits with Waiver Case Managers;
• Conduct quality assurance checks on staff service plans, monthly case notes, employee packets, recertification packets, and exception packets;
• Track and review Lack of Information requests from Quality Improvement Organizations (QIO) until completed and submitted in a timely manner;
• Facilitate the Medicaid Waiver Management Application and enrollment of new referrals, and manage and assign District employee caseloads;
• Monitor participants’ patient liability and Corrective Action Plans;
• Complete and submit all monthly required reports, such as Enrollment Reports, Quarterly Department for Aging and Independent Living Reports, and ad hoc reports as required by the Director of Aging & Independent Living and/or Executive Director;
• Ensure all deadlines are met for reporting and other Waiver-related work for the program;
• Review participant time entries and assist Waiver Case Managers in communicating errors with clients;
• Create Corrective Action Plans and respond to the Department for Aging and Independent Living and the Department for Medicaid Services when warranted;
• Back-up and vacancy coverage for Waiver Case Managers, such as completing home visits and phone contacts both as needed and required, ongoing service eligibility, as well as ongoing care plan for identified/continued needs; and
• Perform Waiver Case Manager duties and responsibilities and assume a limited caseload as determined by the Director of Aging & Independent Living and/or Executive Director.

• Conduct face-to-face visits every month with PDS clients and every other month with Traditional Waiver clients;
• Contact Traditional Waiver clients during the months that face-to-face visits are not performed;
• Conduct telehealth visits every other month with those PDS clients who have provided telehealth consent;
• Data entry and case notes in the Medicaid Waiver Management Application; 
• Develop, maintain, modify, and review a Plan of Care for each client;
• Ensure services are being provided in accordance with the client’s person-centered service plan;
• Work with Medicaid providers to ensure services are being provided in accordance with the Plan of Care;
• File maintenance and documentation;
• Assist the client in collecting new PDS employee paperwork, including withholding documentation, eligibility verification, and employees/client contract;
• Track PDS employee background checks, trainings, certifications, and other program requirements (i.e., Tuberculin (TB) skin tests, CPR/First Aid certification, attendant care training); 
• Issue a corrective action plan when the Plan of Care is not being followed or when there is a threat to the health, safety, and welfare of the client;
• Terminate clients from the program when the program cannot sufficiently meet the client’s requirements, when imminent threats exist to the client, when a client or representative refuses to follow the corrective action plan, or when services are not utilized within required timeframes;
• Review PDS employee time entries for completeness, compliance with the Plan of Care and Electronic Visit Verification (EVV) requirements;
• Evaluate the client’s expenditures and balance of services available at each monthly face-to-face visit; and
• Conduct eligibility checks at the beginning of each month to verify that each client is Medicaid eligible and remains active.

• Provide support and assistance to all Waiver Case Managers;
• Respond to staff with program and procedural questions;
• Assist with review and submissions of Incident reports for the team;
• Assist staff with the facilitation of case conferences and in managing complex situations;
• Coordinate, in conjunction with the Director of Aging & Independent Living, all training and professional development of Waiver Case Managers, both new and continuing education; and
• Schedule and conduct monthly team meetings.

• Involves collaborating with Gateway Area Development District’s Finance Department to correct issues with EVV and payroll for the Medicaid Waiver Program. This duty will consist of:
• Address participant’s comments/complaints/questions in a professional manner;
• Review PDS employee EVV system usage to ensure accuracy;
• Identify and make EVV corrections following correction submissions or visit notes; 
• Troubleshoot EVV issues with checking in/checking out;
• Follow up with employee(s) on inconsistencies with EVV’s geofencing and submitted visits; and
• Help maintain clients and users in the EVV system to prevent inactive users.

• Provide direction to the program case manager;
• Assume case management duties during position vacancies; 
• Conduct monthly program reporting;
• Monitor participant files and document findings for corrections; 
• Monitor units of service, outcome measures, and the program/participant budgets; 
• Maintain a waitlist for program services when applicable; 
• Conduct quarterly phone contact with waitlist individuals;
• Address and resolve participant comments/complaints in a timely and professional manner;
• Complete Corrective Action Plans as necessary; 
• Track reassessment completions;
• Track and compare services ordered verses services delivered; and
• Review all closed participant cases.

• Communicate with external providers, clients, and agencies to ensure service delivery and coordination of services;
• Participate in community education sessions to promote the program(s) as well as state-level meetings and trainings;
• Participate in monthly Department for Aging and Independent Living meetings;
• Coordinate communications with the Department for Aging and Independent Living and the Department for Medicaid Services regarding issues around program operations and/or consumer issues; and
• Serve as the liaison, along with the Director of Aging & Independent Living, between consumers, Waiver Case Managers, the Department for Aging and Independent Living, and the Department for Medicaid Services.

• Federal and state programs and guidelines for the elderly and disabled;
• Social and economic conditions of the region;
• Record keeping and reporting requirements;
• Policies and procedures as regulated by the Department for Aging and Independent Living and the Department for Medicaid Services;
• Formal and informal resources available for the elderly and disabled; and
• Non-profit operations, organizations, functions, and challenges.

• Oral and written communication;
• Microsoft Office Suite (Word, PowerPoint, Excel);
• Attention to detail;
• Use of computers and other office equipment;
• Reasoning, problem-solving, and organization;
• Analytical skills;
• Establishing and sustaining interpersonal relationships; and
• Organizing and maintaining accurate files and records.

• Be present and punctual;
• Prioritize work and meet deadlines;
• Work under stressful situations with patience and tact;
• Teamwork;
• Administer federal and state-funded programs;
• Identify workload, be flexible, and prioritize changing workloads;
• Prepare and maintain accurate records;
• Establish and maintain effective working relationships with funding agencies, contractors, officer, and employees of the organization; and
• Maintain confidentiality.

Gateway Area Development District (GADD) is the regional council of government and federally designated Area Agency on Aging and Independent Living, along with the federally designated Economic Development District by the Economic Development Administration, serving Bath, Menifee, Montgomery, Morgan, and Rowan Counties in east-central Kentucky since 1969. GADD is governed by a Board of Directors comprised of elected officials from the counties and communities within the region as well as non-elected citizen members representing the region’s social and economic institutions. GADD board and staff are committed to the regional planning, promotion, and coordination of programs for community, infrastructure, economic, and social development.