Administrative Assistant

Special Care Services is seeking a detail-oriented, compassionate, and organized Administrative & Medicaid Service Facilitation Assistant to support our Virginia Medicaid Consumer-Directed and Agency-Directed Waiver programs. This position plays a critical role in ensuring accurate documentation, exceptional customer service, and timely completion of Medicaid authorization paperwork.

The ideal candidate enjoys working independently, has excellent organizational skills, communicates professionally with families and healthcare professionals, and is comfortable learning Virginia Medicaid waiver requirements.

Primary ResponsibilitiesMedicaid Documentation

• Prepare and assist with completion of:
• DMAS-97
• DMAS-98
• DMAS-99
• Other Medicaid forms as assigned
• Review documentation for completeness and accuracy prior to submission.
• Organize medical records and supporting documentation.
• Maintain electronic client files and documentation.
• Track renewal deadlines and authorization due dates.

WAMS & Data Entry

• Enter and maintain accurate participant information in WAMS.
• Update participant records as changes occur.
• Verify documentation has been entered correctly.
• Maintain internal tracking spreadsheets and databases.

Client Communication

• Answer incoming phone calls professionally.
• Respond to client emails in a timely and courteous manner.
• Assist families with general questions regarding paperwork and scheduling.
• Communicate with service coordinators, caregivers, fiscal agents, and Medicaid managed care organizations.
• Document communications in client records.

Scheduling & Administrative Support

• Schedule annual assessments, home visits, and follow-up appointments.
• Coordinate calendars for the Service Facilitator.
• Send appointment reminders.
• Track outstanding documentation.
• Assist with office organization and workflow management.

Home Visits (Optional/Training Provided)

Depending upon qualifications and business needs, the...