Patient Insurance Coordinator - Ryan White Program (HIV)
Job ID: R0030854 | Health Services Administrative | Full Time | Charlottesville, VA
The HIV Insurance Coordinator acts as the lead for ACA Open Enrollment annually, is the point person for Special ACA Enrollment and the lead for Medicaid enrollments throughout the year. He or she leads the team of CAC's (temps or case managers) with required training/certification renewal and preparation for open enrollment, scheduling appointments and meeting with clients for enrollment and follow up and communicates enrollment information to VDH during open enrollment.

Key Performance Area: Core Duties

  • Determines client eligibility for all insurances including commercial insurances, Medicare, Medicaid and the Affordable Care Act (ACA).
  • Assists clients in preparing and submitting the required applications for eligibility for insurance coverage. Assists clients in retaining coverage after it has been approved.
  • Determines client eligibility for various Ryan White (RW) funded services including Virginia Medical Assistance Program (VAMAP) and other community resources.
  • Assist clients in completing the UVA patient financial assistance forms (PFS) and coordinates paperwork for referral to financial screening departments and application submission process.
  • Monitors retroactive coverage dates to minimize client financial responsibility and ensures health system claims are filed for covered services.
  • Functions collaboratively with Patient Financial Services (PFS) and UPG billing staff to provide adequate information for billing and monitoring purposes.
  • Obtains proper documentation for proof of HIV status, residency information, proof of income and uninsured or underinsured status as part of the RW VDH PART B Grant funding for initial and recertification eligibility determinations.
  • Conducts client intake interview(s) and completes intake application for all required forms for RW services.
  • Provides orientation to the clinic operations for new clients.
  • Maintains familiarity with applicable legislation.
Key Performance Area: Assessment & Contact
  • Meets with clients, as requested by providers, to assist with insurance/med access needs and monitor EPIC schedule daily for those patients with no insurance to ensure appropriate insurance for patients and accurate billing for clinic.
  • Works with Virginia Department of Health (VDH) to ensure MPAP premium payments are made and work with VDH for accurate date sharing process. Obtains pharmacy information list for ACA/Medicaid insurance companies and works with VA MAP and NMCM VA MAP contact to ensure VA MAP paperwork is complete and active.
  • Obtains Ramsell card for HIMPA, ICAP and MPAP participates.
  • Maintains a spreadsheet of clinic Medicaid clients and works to help patients with Medicaid annual reviews to prevent gaps in coverage.
  • Keeps spreadsheet of clinic ACA clients, performs account tune ups mid-year for accuracy and to ensure readiness for open enrollment.



  • Education: High school diploma.
  • Experience: Three years' experience in a social services agency and cross-cultural settings. Experience working with persons living with HIV or related experience of two years, regardless of academic preparation.
  • Licensure: Valid Virginia driver's license, insurance and use of a vehicle required.
  • Skills: Knowledge of and experience utilizing a personal computer, including spreadsheets and databases.

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

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Charlottesville, VA
Charlottesville, VA 22903

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