Special Education Intake and Medicaid Specialist

About the Team

The Virtual Preparatory Academy of West Virginia is a K-12 tuition-free online public school in the state of West Virginia. At VPA West Virginia, we empower students to be their best by enabling them to learn in ways that are right for them, using innovative technology at home and at their proper level.

This dual-role position supports the special education department by coordinating the intake and review of special education documentation and managing Medicaid billing and reimbursement processes. The Special Education Intake & Medicaid Specialist ensures compliance with all applicable state and federal guidelines, facilitates smooth student transitions, and maximizes Medicaid reimbursements for special education services. This role requires strong organizational skills, attention to confidentiality, and effective communication across multiple departments and external agencies.

The position is primarily virtual with occasional in-office work required. (Charles Town, WV)

Eligibility: Open to residents of West Virginia

About the Opportunity

Special Education Intake Coordination

• Review incoming special education documents for compliance with West Virginia Department of Education and Policy 2419


• Maintain knowledge of WVEIS reporting requirements and communicate with school psychologists, managers, and IEP case managers regarding document compliance or expiration


• Collaborate with Special Education Staff and Registrar to retrieve and log the most recent IEPs, evaluations, and records from transferring districts


• Notify IEP Case Managers and Managers about document receipt and next steps


• Monitor unique circumstances related to Least Restrictive Environment (LRE) and testing based on prior records and WVEIS data


• Maintain detailed documentation of all incoming records and participate in internal monitoring procedures


• Communicate with special education staff and external districts to facilitate document exchange and ensure students receive appropriate services


• Draft and schedule 10-day IEPs for new, incoming students


• Other duties as assigned

Medicaid Specialist Duties

• Prepare and submit Medicaid reports accurately and timely


• Collect and analyze data from various sources to maximize Medicaid reimbursements and complete billing submissions


• Serve as liaison between county special education directors, finance offices, WVDE Office of School Finance, Department of Health & Human Resources, Public Consulting Group, and other agencies


• Maintain enrollment status of licensed therapists providing Medicaid services to special education students


• Prepare monthly Medicaid receipts reports for Treasurers and Special Education Manager


• Ensure confidentiality of student information by complying with FERPA and HIPAA regulations


• Resolve disputed Medicaid claims by verifying data and providing corrective information or actions


• Stay current with Medicaid billing and reimbursement procedures through ongoing education and WVDE training participation


• Train Medicaid secretaries and special education directors on updated Medicaid policies and procedures


• Other duties as assigned

About You

• Bachelor’s Degree required; Master’s Degree preferred (Special Education preferred)


• Minimum 3 years of experience providing special education services in an online or virtual model


• Experience in accounting and Medicaid billing preferred


• Current West Virginia Special Education Teacher or Administrator Certification preferred


• Proficient in Microsoft Office and Google Suite products


• Strong ability to handle confidential information responsibly and with discretion


• Excellent written and oral communication skills with the ability to liaise effectively with multiple stakeholders


• Demonstrated leadership, organizational, and time management skills


• Ability to manage difficult or sensitive situations with patience, tact, and professionalism


• Sound judgment and decision-making skills based on thorough information gathering


• Ability to work independently and collaboratively within a team setting


• Commitment to maintaining compliance with local, state, and federal confidentiality laws and policies


• Willingness to attend relevant trainings and stay current with evolving Medicaid and special education regulations


• Ability to pass federal and state criminal background checks


• Ability to learn new technologies and acquire new skills through independent study, professional training, and from more senior team members


• Ability to work independently and contribute to a team


• Understanding and ability to manage confidential information


• Ability to lift 25 lbs


• Ability to pass federal and state criminal background checks

About Us

“We believe that every child should be able to be anything they want in life, regardless of their birthplace and circumstances.” – Ron Packard, CEO & Founder

ACCEL Schools is a network of 80+ high-performing, public charter schools serving PK-12 students. We proudly advocate for school choice and work to address educational inequities throughout the United States. Our schools are inclusive and widely differ to reflect the unique values of the many urban, suburban, and rural communities we serve. Our brick-and-mortar, virtual, and hybrid schools specialize in closing educational gaps and offer innovative models such as career-technical education, sports training, bilingual programming, and more. We have been recognized and praised by legislators, authorizers, and researchers for providing exceptional education options to students in historically under-resourced communities.

We offer the following benefits:

Life benefits – time & peace of mind

• Paid time off


• Retirement contributions


• Optional Basic Life and AD&D insurance


• Voluntary life insurance (employee, spouse, child)


• Discounted childcare at Early Learning Academies locations

Health benefits – stay well & thrive

• Medical, dental, and vision insurance


• Employee Assistance Program


• Voluntary short-term disability insurance


• Voluntary long-term disability insurance

Career benefits – keep growing

• Career advancement opportunities throughout Pansophic Learning and our strong network of 4,000+ instructors and education professionals

EQUAL EMPLOYMENT OPPORTUNITY

It is our policy to abide by all federal, state and local laws prohibiting employment discrimination based solely on a person’s race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental and/or intellectual disability, age, military status, veteran status (including protected veterans), marital status, registered domestic partner or civil union status, familial status, gender (including sex stereotyping and gender identity or expression), medical condition, genetic information, sexual orientation, or any other protected status except where a reasonable, bona fide occupational qualification exists.

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