Fiscal Intermediary

Acts as the fiscal and business agent for program participants enrolled in Self-Directed Services in collaboration with WNY DDRO. Assists in the person-centered planning process. Completes processes to manage the program participants’ Self-Directed budget. Reviews documentation to ensure compliance with service requirements. Coordinates the payment of government funds for goods and services rendered according to the participants’ individualized budget.  Monitors the account balances and expenditures of the program participants’ individualized budgets. Ensures that the person has control over the support and services received.

POSITION RESPONSIBILITIES

• Displays leadership and professionalism.  Serves as a role model in Living the Community Services Mission.  Displays ethical decision making. 
• Promotes Self-Directed service options internally and externally to further develop awareness of Self-Directed services. Works with agency Care Coordinators to identify Self-Directed candidates.  Assists Care Coordinators and identified individuals and families with developing person-centered plans in order to apply for Self-Directed services.
• Assists Care Coordinators in submitting new applications for Self-Directed services to the local DDRO. 
• Assists in developing an individualized budget in collaboration with the DDRO Liaison and Support Broker. Reviews the person-centered plan and budget worksheets including justifications and reimbursements.
• Acts as the liaison between the agency, person receiving services, Care Coordinators, WNY DDRO and Central Office regarding Self-Directed Services. Maintains contact with individuals, families, and providers regarding program issues and individual needs. 
• Completes the Memorandum of Understanding and additional required documentation with the participant.  Ensures the participant and team receives documentation that describes the services and support provided by the FI.
• Ensures sub-contract agreements are completed between the participant, broker and any ancillary service provider or provider’s agency. 
• Participates in the Team Planning Meeting and or Life Plan meetings to go over applicable information such as Fiscal Intermediary Services (FI) services, the budget and the habilitation plan as well as the wants, needs and desires of the participant.  Maintains involvement with the Team to ensure satisfaction with services. 
• Works with the Agency Business Office to set up an individual account for each new participant. Assists Business Office liaison with maintaining compliance.
• Reviews documentation submitted by participants, family, service providers or vendors for goods or services. Ensures that the goods/services are authorized by the participant or family, that services/supports are included in the participant’s Self-Directed budget, and that there are sufficient funds available in the participant’s account. Reviews documentation submitted by staff to ensure quality and compliance with all OPWDD regulations. 
• Reviews every transaction to ensure the expenditures have been made for the purpose that was intended and the goods or services have been delivered prior to payment for those support and services. Ensures that receipts and/or invoices have been submitted prior to payments being made. Reviews all staff expenditures and approves reimbursement. Submits requests for payments to the Agency Business Office for approved goods and services purchased and monitors for timely payment.   
• Maintains a record of all transactions and balances for each participant, including receipts and invoices received for services, support and goods.  Ensures that transactions are recorded and assigned to the correct Budget Category in the person’s account.
• Monitors any expenses that have exceeded expected levels and notifies the DDRO Liaison of situations where changes in the budget need to occur.
• Works collaboratively with Agency Business Office to monitor Expense Reports of expenditures and funds. Submits Expense Reports to the participants, Circle of Support team, Support Broker, the Care Coordinator, and the DDRO Liaison on a monthly basis. 
• Monitors the completion of the annual reconciliation reports and submits the report to the DDRO Liaison and OPWDD. 
• Supervises the delivery of services to maintain a standard of care which is consistent with goals as defined in the Agency’s Mission Statement and in accordance with regulations of OPWDD. 
• Assists the participant and/or family/planning team in recruiting, interviewing, and hiring workers for whom the agency will be the “employer of record”. 
• Works in collaboration with SDS Support Specialist who receive new applicant resumes, reviews applicant resumes and forwards appropriate applications to the individual/planning team for interviewing. Follows up with the program participant/planning team to ensure interviews are scheduled and selection of candidates occur in a timely manner. 
• Works with Staff and Systems Manager to assist with maintaining compliance as it pertains to documentation and staffing.
• Provides initial agency training to newly hired staff for whom the agency will be the “employer of record”.   Ensures staff completion of required agency orientation training. 
• Assists Staff and Systems Manager(s) with supporting the participant and/or family in monitoring the training requirements and in addressing any performance issues for workers whom the agency is the “employer of record.”  Ensures progressive disciplinary management is followed as needed.
• Provides or arranges for any necessary training/assistance to the participant, family and/or Team members, including how to hire, work with, and terminate staff.
• Responsible for all service provision within the budget including housing subsidies.
• Reviews and approves staff timesheets, staff activity fees and mileage to ensure accuracy. Submits staff timesheets and mileage to Agency Business office in accordance with agency policy. 
• Maintains ongoing communication with the participants and their representatives, vendors, and workers regarding issues such as payments for labor and non-labor related expense reimbursements, reports, and documentation requirements. Arrange for any special accommodation that the person may need to assist them with communication i.e. interpreter.
• Maintains a copy of all program records, including the Life Plans and person-centered plan. Ensures both plans list the agency as provider of FI. Maintains other records and information relevant to the provision of FI services i.e. copies of phone logs and summaries of complaints with resolutions noted.
• Reports staff compliance issues to Agency Compliance and files abuse incidents to Quality Management department in accordance with OPWDD and agency policies.
• Serves as an Agency Support Broker for cases who have an FI agency other than CSDD.

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