Certified Application Counselors, FQHC Navigators, Elder Law & LTC Medicaid Assisters

Enroll More Eligible Families & Seniors While Your VA Handles Document Chasing, Verification Packets, State Portals & Redeterminations.

Certified Medicaid application assisters, elder law paralegals, and community health navigators shouldn’t burn 25+ hours a week chasing missing paystubs, requesting 60 months of bank statements for 5-year lookback audits, uploading verification checklists, and handling county caseworker hold times. Delegate your document collection, MAGI/Non-MAGI checklist auditing, portal pre-entry, and renewal tracking to a HIPAA-trained assistant supervised daily by a dedicated Project Manager at $0 extra management fee.

$6 - $7 / Hour

Pure productive hours

HIPAA & BAA Executed

State portals, TrackVia, Salesforce

Free Project Manager

Document QA & deadline auditing

Book 30-Min Strategy Call WhatsApp Enrollment Desk

4.9/5 Rating from FQHC clinic navigators, elder law practices & community health centers

Zero Missed RFI Deadlines

enrollment:portal-packet-sync

Automate Eligibility Admin Bottlenecks

Stop sacrificing counseling hours on endless applicant document outreach, uncollated PDFs, and tracking down county denial notices.

Document Intake & Verification Chasing: Collecting consecutive paystubs, SSI/SSDI award letters, W-2s, citizenship proof, rent receipts, and tax filings.
LTC 5-Year Lookback Asset Collating: Organizing 60 months of bank statements, property deeds, life insurance cash surrender values, and vehicle titles for Non-MAGI cases.
Request for Information (RFI) Triage: Tracking 10-to-14-day caseworker checklists, collating required proof, and uploading formatted PDFs to state portals.
Annual Redetermination & Renewal Rosters: Monitoring annual unwinding renewal dates, contacting recipients early, and pre-populating recertification packets.

Executed HIPAA BAA & Strict NDAs Ready in 24–48 Hours

> 22 Hrs

Weekly Assister Time Saved

More space for complex applicant consultations, home visits, and advocacy

70%

Operational Cost Reduction

Compared to hiring domestic full-time intake clerks or enrollment coordinators

Management Fee

Dedicated Project Manager conducts daily packet QA and deadline auditing

100%

On-Time RFI Submission Rate

Prevent procedural denials caused by missed 10-to-14-day county caseworker cutoffs

Enrollment Support Engine

What Your Medicaid Enrollment Virtual Assistant Manages Daily

Your licensed assisters and navigators belong in one-on-one appointments explaining benefit tiers, waiver options, and rights. Let your assistant handle the heavy documentation gathering, filing, and status tracking.

Income & Identification Document Chasing

Medicaid applications stall when applicants submit incomplete verifications. Your assistant systematically follows up with clients via phone, WhatsApp, and SMS to collect consecutive paystubs, employer verification letters, tax returns, W-2s, award letters (SSI/SSDI), driver's licenses, and citizenship or lawful presence documents.

Pre-screening paystub dates against state monthly income thresholds
PDF conversion, clear naming conventions & multi-page merging

Non-MAGI & 5-Year Lookback Asset Audits

Long-term care and nursing home Medicaid applications involve massive paper trails. Your assistant contacts financial institutions to gather 60 consecutive months of bank statements across all accounts, tracks down life insurance cash surrender values, vehicle registrations, deed copies, and logs transactions over $1,000 for attorney review.

Indexing 60 months of statements into searchable digital binders
Highlighting unverified withdrawals, gifts, or transfers for counsel

State Portal Pre-Entry & Packet Staging

Save hours of repetitive keystrokes. Your assistant logs into state benefit portals (such as California CoveredCA/CalSAWS, Florida ACCESS, Texas Your Texas Benefits, New York HIX, Ohio Benefits), populates demographic and financial data, attaches signed Authorized Representative forms, and stages complete packets for counselor sign-off.

Flawless pre-entry into state portals prior to certified submission
Verification that all required state forms (e.g., Appointee forms) are signed

Caseworker RFI Triage & Cutoff Tracking

Counties issue strict 10-to-14-day Verification Checklists that lead to immediate rejection if missed. Your VA logs into portals daily, captures incoming caseworker notices of action, updates internal case management software, alerts clients to urgent requests, and uploads the verified items with confirmation receipts.

Daily mailbox & portal sweep for county caseworker checklists
Archiving timestamped upload confirmation numbers for appeal protection

Annual Redeterminations & Unwinding Outreach

Prevent procedural coverage drops. Your assistant maintains an ongoing renewal calendar, contacts enrollees 60 and 30 days prior to their recertification date, verifies address updates, collects updated income proof, and assists in completing annual renewal forms before state system cutoffs.

Proactive SMS, phone & email reminders for upcoming renewals
Address update filings with state departments to prevent lost mail

Medicare Savings Programs (MSP) & Extra Help

Dual-eligible seniors often qualify for significant out-of-pocket relief. Your VA pre-screens low-income seniors for Medicare Savings Programs (QMB, SLMB, QI) and Social Security Extra Help (Low-Income Subsidy), compiling documentation and drafting applications to eliminate Part B premiums.

SSA Extra Help online application drafting
Tracking Part B premium reimbursement approvals for dual-eligible clients

Medicaid Software Ecosystem

State Benefit Portals, CRMs & Verification Tools We Support

Zero training lag. Our assistants arrive experienced in navigating public assistance portals, human services CRMs, secure document vaults, and eligibility verification platforms.

State Benefit Portals

ACCESS, YourTexas, CalSAWS

Salesforce Health Cloud

Applicant Tracking & Intake

Availity Essentials

Real-Time Eligibility & ID

TrackVia / Caseworthy

Case Management Workflows

DocuSign / Adobe Sign

Authorized Rep Consent

Adobe Acrobat Pro

Redaction & PDF Bundling

Spruce / RingCentral

HIPAA VoIP & 2-Way SMS

Box / Google Workspace

BAA-Protected Cloud Folders

AthenaHealth / eCW

FQHC Patient Demographics

Smartsheet / Excel

Renewal Rosters & RFI Queues

Hushmail / Paubox

Encrypted Email Intake

1Password / Bitwarden

Encrypted Agency Vaults

How SageDoer Works

Turnkey Enrollment Coordination With Free Project Management

Never let an applicant get denied because a paystub was blurry or a 10-day RFI letter was buried in portal mail. We pair you with an assistant experienced in Medicaid workflows, supervised daily by an experienced Project Manager at zero extra cost.

Phase 1

Submit Requirements

Share your organization profile: FQHC, legal aid, elder law practice, or independent navigator agency, state portals used, case volume, and documentation bottlenecks.

Reach out via Call, Email, or WhatsApp

Phase 2

Finalise the Deal

Your assigned Project Manager executes a formal Business Associate Agreement (BAA) and bilateral NDA, documents your state verification checklists, and configures role-based access.

Zero setup or onboarding fees

Phase 3

Expert Execution

Your VA chases missing verification records, organizes 5-year lookback binders, pre-populates state portal screens, and monitors caseworker notices under daily PM supervision.

Free daily packet QA & deadline verification

Phase 4

Pay Only for Output

You are billed strictly for your assistant's productive operational hours. Your Project Manager's daily oversight, task management, and backup plans are 100% free.

Simple, transparent USD invoicing

Your Dedicated Project Manager Guarantees Zero Procedural Rejection Errors

Worried about missed 10-day RFI response windows, blurry income scans, or incorrect household composition data? Your dedicated PM audits verification packets before submission, monitors case status logs daily, and enforces strict HIPAA data security protocols.

Meet Your Project Manager

The SageDoer Advantage

Unvetted Freelancers vs. The Managed Choice: SageDoer

Why community health centers, elder law firms, and Medicaid enrollment agencies choose SageDoer over generic freelance gig platforms.

Key Operational Factor	Generic Freelance Boards & Upwork Contractors	The Smart Choice: SageDoer
Medicaid & Public Assistance Literacy	Unfamiliar with MAGI vs. Non-MAGI guidelines, 5-year lookback audits, authorized representative status, or MSP criteria	Pre-vetted in Medicaid documentation rules, state eligibility portals, verification checklists, and annual renewal unwinding
HIPAA Compliance & PHI Data Security	Refuse to sign Business Associate Agreements (BAAs); high risk of exposing sensitive applicant SSNs and tax records	Executed HIPAA BAA and bilateral NDAs protect 100% of applicant tax forms, medical records, and agency casework
Dedicated QA & Supervisor Oversight	Zero oversight. Certified navigators must manually audit every single PDF, bank statement, and date entry personally	Dedicated Project Manager audits verification checklists, verifies consecutive bank statements, and tracks RFIs for free
Pricing Transparency & Cost Structure	Unpredictable hourly rates marked up by up to 20% platform fees, sudden price hikes, and non-working hours	Predictable flat $6–$7/hr billed strictly for productive operational hours. Zero management fees or hidden surcharges
Caseworker Deadline & RFI Reliability	Freelancer goes silent while a 10-day county verification checklist expires, triggering a case dismissal	Guaranteed backup assistance cross-trained on your specific caseload to ensure 100% on-time RFI submissions
5-Year Lookback Asset Rigor	Generic contractors miss missing monthly bank statements or overlook unverified transfers that lead to penalty periods	Systematic indexing protocols reconciling all 60 months of statements, tracking down missing pages before state submission

Transparent Enrollment Pricing

Predictable Hourly Rates for Medicaid Enrollment Teams

Choose the exact operational bandwidth your application caseload requires. Pay strictly for productive hours with zero long-term commitments.

Independent Navigators & Boutique Elder Practices

Part-Time

20 Hours Per Week

$7 / hour

Est. $560 USD / Month (4 Weeks)

Ideal for solo enrollment specialists, elder law paralegals, and boutique eldercare agencies needing consistent daily support for applicant document chasing, RFI checklist monitoring, and recertifications.

Pay only for hours of pure productive work
Dedicated Project Manager included
Document verification chasing & PDF indexing
Caseworker RFI tracking & deadline triage
Zero setup or onboarding fees
Executed HIPAA BAA & bilateral NDA

Get Started with Part-Time

MAXIMUM VALUE FOR ACTIVE ENROLLMENT TEAMS

FQHCs, Health Systems & High-Volume Agencies

Full-Time

40 Hours Per Week

$6 / hour

Est. $960 USD / Month (4 Weeks)

Engineered for busy community health centers, multi-navigator outreach teams, nursing home business offices, and high-volume Medicaid advocacy practices managing continuous incoming applications, unwinding renewals, and LTC 5-year lookback audits.

Pay only for hours of pure productive work
Dedicated Project Manager included
Full MAGI & Non-MAGI 5-year lookback collating
Annual redetermination unwinding roster outreach
Zero setup or onboarding fees
Guaranteed internal backup coverage

Hire Full-Time Enrollment Specialist

Managing multiple county welfare offices, high-volume unwinding renewals, or complex LTC 5-year lookbacks? Chat directly on WhatsApp

Industry Testimonials

Trusted by Medicaid Navigators, FQHCs & Elder Law Counsel

See how public benefits teams eliminate paperwork backlogs, prevent procedural denials, and speed up approvals with SageDoer.

FQHC Community Health Center (San Antonio, TX)

"Our Certified Application Counselors were completely buried under Texas Your Texas Benefits document checklists. Our SageDoer VA checks portal task queues every morning, texts patients for missing paystubs, and merges clean PDFs for caseworker review. Our Medicaid approval timeline dropped from 45 days down to 24 days."

Maricela Ramos

Director of Patient Navigation, Mission Health Clinics

Elder Law & Estate Planning Practice (Tampa, FL)

"Organizing 60 months of banking records across multiple institutions for Florida Institutional Care Program (ICP) Medicaid cases used to consume our paralegals' weekends. Our VA indexes every statement and flags unverified transfers over $1,000 for attorney review. The executed HIPAA BAA and free PM oversight made this seamless."

Gregory Vance, Esq.

Managing Partner, Suncoast Elder Law

Nursing Home Group (Columbus, OH)

"We operate 5 skilled nursing facilities with over 300 long-term Medicaid beds. County caseworkers would issue 10-day RFI checklists that got lost in facility mail, resulting in costly retroactive billing denials. Having a full-time VA at $6/hr managing portal notifications and authorized rep filings has saved us hundreds of thousands in uncompensated care."

David Kowalski

VP of Revenue Cycle, Buckeye Senior Living

Non-Profit Health Enrollment Agency (Los Angeles, CA)

"During Medi-Cal continuous enrollment unwinding, we had 1,400 clients facing redeterminations. Our assistant managed our renewal spreadsheets, sent SMS blasts, verified income documents, and booked counseling slots. We maintained an unprecedented 94% retention rate."

Leila Chen

Executive Director, Access Community Care Alliance

FQHC Community Health Center (San Antonio, TX)

Maricela Ramos

Director of Patient Navigation, Mission Health Clinics

Frequently Asked Questions

Questions About Hiring a Medicaid Enrollment Virtual Assistant?

Clear answers regarding HIPAA compliance, state portal access, Authorized Representative forms, and Project Manager oversight.

Yes, absolutely. During Phase 2 onboarding, SageDoer executes a comprehensive, legally enforceable HIPAA Business Associate Agreement (BAA) alongside our mutual NDA. Our assistants operate on encrypted, password-protected workstations with mandatory multi-factor authentication (2FA). We enforce strict security protocols: Protected Health Information (PHI) and applicant PII (SSNs, tax returns, bank details) are processed strictly inside your secure cloud drives (Box, Google Workspace with BAA, TrackVia, Salesforce) and never saved to local unencrypted desktop drives.

During Phase 2 setup, we configure role-based, least-privilege credentials. In state portals (such as California CoveredCA/CalSAWS, Florida ACCESS, Texas Your Texas Benefits, New York HIX), your VA is configured with navigator assistant, delegate, or case preparer permissions. For internal CRMs (Salesforce Health Cloud, TrackVia, Caseworthy) or encrypted cloud drives, access is provisioned securely using enterprise vaults like 1Password or Bitwarden without exposing master administrative or payout settings.

Yes. Our assistants are experienced in Non-MAGI documentation assembly. They coordinate with families and financial institutions to obtain all 60 consecutive months of bank statements across checking, savings, CDs, and brokerage accounts. They index statement packets in chronological order, verify life insurance cash surrender values, review burial contract designations, and compile transaction summaries flagging any unverified transfers or withdrawals for your certified assister or legal team to review.

Your dedicated Project Manager serves as your operational supervisor at $0 extra charge. The PM documents your agency's specific state eligibility guidelines and intake SOPs, conducts quality control audits on verification packets before portal submission, tracks 10-to-14-day county caseworker deadlines, monitors renewal pacing rosters, and arranges cross-trained backup coverage if your primary VA is ever sick or taking scheduled time off.

None whatsoever. You are billed purely for productive operational hours worked ($7/hr Part-Time, $6/hr Full-Time). You have the complete flexibility to scale up hours during heavy open enrollment seasons or post-unwinding recertification surges, and scale down during between-season cycles without facing cancellation fees or restrictive lock-ins.

Fast 2-Hour Response Time

Scale Your Medicaid Enrollment on Autopilot

Tell us about your organization (FQHC, legal aid, elder law practice, health plan navigator team), target states, active case volume, and primary documentation bottlenecks. Our dedicated public benefits practice manager will review your requirements and provide a tailored staffing proposal within 2 hours.

Direct Calendar Booking

Schedule 30-Min Strategy Call

Instant Chat & Voice Notes

+91 8017067191 (WhatsApp)

Direct Inquiries

info@sagedoer.com

100% HIPAA Compliant. Formal Business Associate Agreement (BAA) protects all client records.

Request Your Medicaid Staffing Proposal

Submit your organization details, case volume, and operational coordination needs below.

Or send a direct inquiry right away: Enrollment Desk Online

Submit Enrollment Inquiry to SageDoer