Most case requires a combination of  standardized Medicaid documents and case-specific documents. After you complete your Intake Questionnaire you will receive a custom document checklist tailored to your situation. To get started, please review the general checklists below, which are commonly required documents to get you started, however you may be asked to provide additional information and documentation.

• Checklist for single applicant
• Checklist for married applicant

Document Submission Guidelines

Please send electronic copies of all documents to Eldercare Resource Planning and do not send originals. Follow these guidelines to ensure a smooth process:

• We will request copies of all relevant documents for your case. Refer to the checklist above, and note that additional documents may be requested as needed.
• Submit fully legible documents. Blurry or unclear copies will need to be resubmitted.
• Ensure documents are free from sticky notes or any obstructions that may cover important details.
• When mailing documents, send photocopies only. Originals cannot be returned.
• Do not send documents directly to Medicaid agencies unless specifically instructed by Eldercare Resource Planning.

You can securely submit your documents using one of the following methods:

1. Secure File Transfer (Preferred Method)

Easily upload documents through our LeapFile secure file-sharing page:

• Go to: http://eldercareresourceplanning.leapfile.net
• Click SECURE UPLOAD
• Enter the recipient email for your Specialist or their Administrative Assistant
• Add a message, upload your files, and click Send

2. Fax

• Send faxes to: 415-484-7048
• Include a cover letter stating who the fax is TO and FROM

3. Mail

Send photocopies (not originals) to:

Eldercare Resource Planning

9450 SW Gemini Dr. PMB 73315

Beaverton, Oregon 97008-7105

• Address all mail to the attention of your Eldercare Resource Planning Specialist.
• Note: Regular postal mail takes approximately one week to reach your Planning Specialist.

The look-back review of assets is how Medicaid determines whether an individual applying for Medicaid meets the guidelines for transfering assets. The standard look back period for gifts and transfers is 60 months (5 years). Some states may not require documentation for the full 60 months.

To begin the Medicaid planning process and prepare for the Intake Questionnaire, please gather at least the past 3 months of financial statements for all financial accounts.  After you complete the Intake Questionnaire, your Eligibility Specialist will advise you on any additional documentation needed. Examples of statements you should gather now include:

• Verification of any account changes, such as closures (liquidations) or transfers of assets
• Current bank and other financial account balances, including life insurance policies and retirement accounts
• Proof of financial transactions, including gifts, donations, and payments
• Transfers of titles for property, such as vehicles and homes.
• This is a general list, and be advised that you may be asked to verify additional financial criteria.

After eligibility is finalized, we will complete the Medicaid application and send it to the appropriate agency. The date of submission depends on various considerations:

• Time it takes to obtain appropriate documentation
• Complexity of financial planning for your case
• Time needed to implement eligibility planning
• Policies for nursing homes, such as Medicaid pending (varies by facility)

During the pre-application stage your Specialist will carefully review the case and give you an estimated submission date.

Throughout all stages, we will continually give you status reports. You will always know exactly what is happening and when.

In general, the application will only be submitted when the individual applying is financially and functionally eligible for the benefit.

There are some exceptions and your Specialist will inform you of all options.

In general, you will not need to communicate with Medicaid. Your Specialist will be authorized to communicate with the state or county agency.

There are situations that require a family member to work with a 3rd party organization — this is common with Medicaid waiver programs for home care. If this is needed, we’ll guide you through the process.

We also ask that you please check with your Eldercare Resource Planning Specialist before taking any direct action with your state or county Medicaid agency during the application process.

After the application is submitted, we will contact the agency to ensure that the application was received and is being processed in a timely manner. Your Specialist will work with the caseworker and submit any additional verification materials that may be requested.

For assisted living or homecare cases, we will facilitate the enrollment process, which usually requires a level of care assessment and may require referrals to 3rd party agencies.

Please note that your second payment will be due at the time of submission.

The date of an approval depends on several factors:

• Type of case
• Time required to plan for eligibility
• Processing time of each Medicaid agency

After your case is thoroughly reviewed, your Specialist will give you an estimate of approval time.

If you are approved — Your Specialist will review the decision letter ensure that the benefit has been calculated correctly. If we find a discrepancy, we will follow up with the caseworker for a recalculation of the benefit.

If you are denied — It is not uncommon to receive an initial denial. Reasons for a denial include: denial notice that is not related to the long-term care benefit, such as a denial for a health savings program; an expected denial due to a spend down strategy, penalty period; or the Medicaid agency has made an error. We will carefully review any denials and take steps to reopen the case.

Annual Redetermination — Once approved, benefits do not automatically renew each year, therefore redetermination paperwork must be submitted annually to Medicaid. Your Specialist will discuss this with you upon approval and will confirm the annual renewal date.

Eldercare Resource Planning offers an additional service to assist with the annual renewal process. If interested please reach out to your Specialist when you receive the annual renewal / redetermination paperwork from Medicaid

Intake Questionnaire or document checklist questions:

Please contact your assigned Specialist or their Administrative Assistant. You will receive and email with their contact information.

General Medicaid financial eligibility, spend down, and other planning tools questions:

During your introductory call the Specialist will briefly discuss eligibility strategy options that may be needed.

After your Specialist thoroughly reviews your Intake Questionnaire and documentation he or she will schedule follow up calls and provide you with detailed information for your case.

You may always reach out to your Specialist or their Administrative Assistant. We are here to help!

Each client’s case is assigned to one of our expertly trained Medicaid Planning Specialist.

He or she will reach out to you by phone for an introductory call. You will also receive an introductory email with their contact information. Please keep an eye on your inboxes for this welcome message.