Subsidized Guardianship Coordinator bei Wellpoint Care Network

At Wellpoint Care Network, our mission is to facilitate equity, learning, healing, and wellness by restoring the connections that help children and families thrive.

Every person deserves the opportunity to reach their fullest potential. It’s part of human nature, and the promise of our country, that everyone be given a fair chance to be and do their best. Yet, many in our community live with unresolved childhood and generational trauma.  

 That’s where we come in. We believe we can create a world where children and families have a clearer path to their fullest potential. Wellpoint Care Network has championed the restoration of families for nearly 175 years.

Job Purpose:

The Subsidized Guardianship Coordinator will lead all core activities related to eligibility verification, amendment processing, and benefit maintenance for subsidized guardianship providers. This includes reviewing subsidized guardianship packets, tracking amendments, facilitating successor agreements, resolving overpayments, coordinating appeals, and ensuring accurate data entry and compliance with policy. 

QUALIFICATIONS:

• Associate’s Degree Required; Bachelor’s Degree or higher preferred.

• Minimum 3 years’ experience in benefit coordination or child welfare  
• Familiarity in eWISACWIS and DCF Subsidized Guardianship requirements 
• Ability to build and maintain strong internal/external relationships with partner organizations and other stakeholders. 
• Ability to maintain accurate, current case record documentation. 
• Ability to work well in a diverse setting with staff and clients who possess a multitude of life experiences and perspectives.  
• Experience with Word, Excel, and Outlook and able to organize and track information in a systematic method. 
• Proficient in the usage of computer software; demonstrate an understanding of computer file systems and computer software packages, e.g., Microsoft Office, Excel, Outlook, Teams, ADP, etc. 
• Must be honest, dependable, well-organized, and able to meet deadlines; Self-motivated and able to work independently. 
• Physical exam, drug screen, motor vehicle report, and background checks are required for this position. 
• A valid Wisconsin Driver’s License or occupational driver’s license, reliable transportation and insurance is required. 

JOB RESPONSIBILITIES:

Subsidized Guardianship Packet Review 

• Implements a centralized, structured process to ensure timely and accurate review of submitted Subsidized Guardianship packets, in full compliance with statutory and DMCPS policy requirements. 
• Daily monitoring, Monday through Friday, of the centralized Subsidized Guardianship email inbox. 
• Review of Subsidized Guardianship Agreements to ensure proper completion (monthly payment amount, available services, conditions for medical assistance, responsibilities to report changes, and terms for termination or successor guardianship) and signatures by all necessary parties. 
• Verify proposed monthly payment amounts against prior foster care rates to ensure accuracy and compliance 
• Verification of criminal background checks for guardians and all adult household members through communication with licensing agencies and utilization of eWISACWIS; initiation of these checks when necessary. 
• Distribution of completed packets to the guardian and case management agency via secure email and certified mail.  
• Timely follow up with case management agency partners. 

Subsidized Guardianship Amendments 

• Timely, clear, and trauma informed processing of amendment requests in alignment with DCF policy and timelines.  
• Daily monitoring Monday through Friday of the Subsidized Guardianship phone line and email inbox regarding amendment requests. 
• Sending complete amendment packet to the guardian within 3 business days of receipt of request.  
• Upon receipt of completed amendment request packets, conducting a full review of the documentation including eligibility and licensure, initiating a child abuse and neglect background check on the guardian, and completing an updated CANS assessment. 
• Providing a recommendation to one’s leader on whether the supplemental payment should be increased due to a substantial change in the child’s needs. 
• Timely completion of reviews within 45 calendar days of receiving all required documentation. 
• Mailing Notice of Approval for Amendments and amended Subsidized Guardianship Agreements. 
• Sending Notice of Denial for any denied amendments with appeal process.  

Annual Continuation Reviews and Change in Circumstances 

• Create and maintain a master Subsidized Guardianship eligibility calendar to track key dates for each Subsidized Guardianship cases based on 12-month review from first SG payment, the child’s 18^th birthday, and/or notification of a qualifying change in circumstance.  
• Mailing the guardian the Subsidized Guardianship Request for Information to Determine Continued Eligibility form not fewer than 60 days prior to the annual review date and providing follow up as necessary. 
• Suspending Subsidized Guardianship payments if form is not received and eligibility cannot be confirmed.  
• Mailing the guardian the Advanced Notice of Termination of Subsidized Guardianship at Age 18 form six months prior to youth’s 18^th birthday; follow up as necessary to ensure receipt. 
• Sending and processing all Change in Circumstance reviews.  

Documentation and Organization 

• Clearly organized tracking of all submissions of both initial Subsidized Guardianship Packets and Subsidized Guardianship Amendment requests, including complete, incomplete, and inaccurate submissions. 
• Compiling data in regards to processing delays, common submission errors, and barriers experienced by guardians.  
• Documenting amendment determinations and actions in eWISACWIS. 
• Scanning all forms, communications, and follow ups into eWISACWIS. 
• Implementing clear workflows for the position. 
• Prior to approved time off, coordinates and verifies that all responsibilities needing to be conducted during absence are covered by appropriate colleagues.  
• Participates in assigned meetings, events and learning as required. 
• Other duties as assigned, including serving in a coverage role for other department members. 
• Providing supportive resources to Subsidized Guardians as appropriate. 

Professionalism and Agency Representation 

• Works efficiently, organizes time effectively, maximizes use of available resources, successfully balances the competing demands of multiple projects by setting priorities and communication and meeting deadlines, and asks for help when necessary. 
• Demonstrates adaptability, recovers quickly when progress is stalled by obstacles; responds with flexibility and resilience when faced with multiple demands, shifting priorities and rapid change. 
• Demonstrates an ability to function independently and in a team, while being supportive of the program and Agency’s mission and goals. 
• Takes initiative, acts quickly and independently when the situation demands it; sees a need and takes appropriate action without being prompted or reminded; proactively recommends process improvements or solutions to problems. 
• Communicates effectively through verbal, non-verbal and written communication in a timely manner that is of high quality. 
• Exhibits professionalism in all aspects of the position; adheres to Agency’s code of conduct and DMCPS expectations, policies, and state safety standards. 
• Demonstrates a desire to develop professional skills. 
• Accepts direction and supervision in a positive manner and independently recognizes the need for consultation. 
• Presents at all times in a customer friendly approach with clients, staff, and all stakeholders  

Agency Engagement

• The Agency is committed to the philosophy and practice of trauma informed care including the participation of all employees in an active understanding and promotion of the Agency’s trauma informed care model, The Seven Essential Ingredients. 
• These ingredients include Prevalence, Impact, Perspective Shift, Regulation, Relationship, Reason to Be, and Caregiver Capacity and form the framework for an environment that maximizes the achievement of positive client outcomes. The Agency strives to create and recognize trauma informed champions across all programs and departments. 
• All employees will be evaluated on their demonstration of a consistent commitment to the Agency’s Seven Essential Ingredients, Diversity, Equity and Inclusion, and engagement in the strategic initiatives of the organization. This will be measured by their active participation in committees, workgroups, and by their communication and practice within their daily work and in the community.

Organizational Information:  

At Wellpoint Care Network, we have seen exactly how trauma, poverty, systemic racism, social injustices, and other barriers create instability in all areas of life. The people in our care face education and health disparities, high unemployment rates and unaffordable housing. What’s worse, many have lost connections to resources, family, friends, and other support systems. We have seen the toll it has on a person’s physical, emotional, and financial well-being to try and successfully navigate complex systems that may have failed them in the past. 

We believe there is a better way. So, we have anchored ourselves in our 170 years of caring for our neighbors through modernized human services.

Wellpoint Care Network provides a rich continuum of services, including:

• Child Welfare and Foster Care 
• Support for youth who have aged out of care
• Mental health therapy and supports such as our Clinic, Family Preservation, Caregiver Support, and Integrated Community Treatment
• Professional education and clinical consultation (for organizations, schools, and individual/family) 

Wellpoint Care also works to promote a diverse and caregiving environment to ensure that those we serve, and employ are valued, accepted, respected, and treated equitably.  

• Equity means we work tirelessly toward fair and just treatment, systems, and policies. At Wellpoint Care Network, we believe that we are accountable – individually and collectively – when inequity or injustice replaces equity and inclusion. 
• Inclusivity means that we consciously build groups that welcome and celebrate differences in age, race, ethnicity, class, gender, sexual orientation, religion, gender expression, education, socio-economic background, personal history, geographical location, marital status, parental status, and work experiences.   

Interested parties please apply online. We are committed to enhancing diversity, equity and inclusion and strongly encourage minority candidates to apply. For more information, visit our website www.wellpointcare.org.