Safe Harbor Wills & Trusts is seeking a highly organized, analytical, and persistent professional to support Medicaid eligibility applications involving long-term-care benefits.

This position is responsible for gathering, reviewing, analyzing, organizing, and documenting extensive financial records. The successful candidate must identify missing information, reconcile financial activity, recognize inconsistencies, and persistently pursue outstanding documentation from banks, investment companies, insurance carriers, government agencies, clients, family members, and other institutions.

This is not a passive administrative position. The person in this role must take ownership of assigned files and continue following up until the required information has been obtained, documented, or appropriately escalated. Obtaining a difficult record may require multiple telephone calls, written requests, corrected authorizations, conference calls, and repeated follow-up with the same institution.

The clients we serve and their families are often experiencing significant emotional, financial, and medical stress. The ideal candidate will be calm, compassionate, and reassuring while remaining firm, focused, and clear about what information is still required.

If you work well in a fast-paced environment and consistently deliver high-quality work, reach out to us today!

Financial Record Collection

• Obtain bank statements, investment statements, retirement-account records, insurance information, deeds, tax returns, income documentation, closing statements, transfer records, and other documents required for Medicaid eligibility.

• Communicate with banks, brokerage firms, insurance companies, pension administrators, government agencies, clients, attorneys-in-fact, family members, accountants, financial advisors, and other third parties.

• Prepare and submit document requests, account authorizations, affidavits, and institutional forms.

• Follow up repeatedly when records are incomplete, delayed, improperly produced, or not received.

• Maintain a detailed record of every request, telephone call, response, promised delivery date, obstacle, and follow-up attempt.

• Escalate unresolved requests before they threaten an application deadline.

Financial Review & Analysis

• Review financial records for completeness, accuracy, and continuity.

• Confirm that all required monthly statements and all pages have been provided.

• Identify missing accounts, unexplained deposits, withdrawals, transfers, checks, account closures, property transactions, and other financial activity requiring clarification.

• Trace transactions between accounts and document the source and disposition of funds.

• Compare statements, tax records, applications, deeds, and other documents for consistency.

• Prepare organized summaries of financial activity for review by the Medicaid case manager or attorney.

• Recognize when documentation does not adequately establish what occurred and pursue additional evidence.

• Work methodically through complex financial histories without losing track of outstanding issues.

File Ownership & Documentation

• Maintain an accurate checklist of all required and outstanding documents.

• Update the case-management system promptly after every meaningful activity.

• Clearly document what has been received, what remains missing, who is responsible for obtaining it, and when the next follow-up will occur.

• Organize and label records according to the firm’s established Medicaid application procedures.

• Bring assigned matters to completion rather than merely performing isolated tasks.

• Alert the responsible case manager or attorney when a client, institution, or third party is not cooperating or when an issue may affect Medicaid eligibility.

Client & Family Communication

• Communicate with clients and families who may be frightened, overwhelmed, grieving, frustrated, or unfamiliar with financial matters.

• Explain document requests in plain language and break complicated requests into manageable steps.

• Remain patient and respectful without allowing emotional conversations to derail necessary progress.

• Deliver clear, firm, and consistent follow-up regarding outstanding information.

• Avoid making legal conclusions or promises about eligibility and refer legal questions to the supervising attorney or Medicaid case manager.

Required Characteristics

• Exceptional attention to detail and comfort working with financial records, statements, numbers, and documentation.

• High follow-through and a demonstrated ability to revisit unresolved items without repeated reminders.

• Persistence in contacting the same institution multiple times when necessary to obtain complete records.

• ·Ability to identify incomplete, inconsistent, or unsupported information rather than assuming it is correct.

• ·Calm, professional communication with emotionally stressed clients and difficult institutional representatives.

• Empathy without becoming emotionally overwhelmed or avoiding necessary conversations.

• Comfort asking direct questions, challenging incomplete answers, and escalating unresolved problems.

• Strong personal ownership of deadlines, next steps, and file completion.

• Preference for accuracy and completion over speed for its own sake.

• Ability to follow established procedures while recognizing unusual facts that require review.

Qualifications

Required

• Strong written and verbal communication skills.

• Demonstrated ability to manage deadlines and multiple open requests.

• Strong computer, document-management, and organizational skills.

• Ability to interpret bank and investment statements and maintain accurate case notes.

• Ability to handle confidential financial, medical, and personal information.

• Professional judgment regarding when an issue should be escalated.

Preferred

• Prior experience in Medicaid, elder law, estate planning, legal services, healthcare or benefits administration, government eligibility programs, banking, accounting, insurance, or financial services is helpful but not required.

• Prior experience reviewing, gathering, organizing, analyzing, or reconciling financial records is helpful but not required.

• Understanding of qualified and non-qualified financial accounts, including retirement accounts, brokerage accounts, annuities, and similar investment products, is helpful but not required.

• Familiarity with life insurance, long-term-care insurance, annuities, cash-value policies, and other insurance products is helpful but not required.

• Experience communicating with financial institutions, insurance carriers, investment firms, and government agencies.

• Familiarity with case-management software and electronic document-management systems.

• Associate’s or bachelor’s degree in business, accounting, finance, paralegal studies, healthcare administration, or a related field.

Training is available for the right candidate. Strong analytical ability, persistence, accuracy, sound judgment, and follow-through are more important than prior knowledge of Medicaid rules or specific financial products.

Safe Harbor Wills and Trusts is a boutique law firm that focuses on helping individuals and families protect their home and life savings from the possibilities of unforeseen health and financial issues.

Our practice areas are limited to: Elder Law, Estate Planning, Family and Legacy Planning, Supplemental Needs Planning, Probate, and Guardianship Proceedings.

Safe Harbor Wills and Trusts believes in giving back to our communities. Employees are encouraged to participate in community and charitable events. When it comes to our team giving back, we believe we can all do well if we all do good.

We offer paid vacations, health insurance, life insurance, and a 401(k).