Simplifying the Medicaid Spend-Down Process with AI: Key Takeaways from AshBer's July Webinar

AI continues to be a big topic in elder law, especially as firms look for practical ways to save time without losing the personal service families need. During AshBer's July webinar, elder law attorney Julie Steinbacher shared how her firm is using AI to simplify Medicaid spend-downs and make the process easier for both clients and staff.

While AI may seem overwhelming at first, Julie's message was straightforward: AI works best as a tool that supports attorneys and paralegals, not one that replaces them.

Using AI to Improve the Medicaid Application Process

Medicaid applications often involve a significant amount of document collection, financial analysis, and client communication. Julie discussed several ways AI can help reduce administrative burdens throughout the process.

AI can help create document checklists, track missing items, organize financial records, flag transactions that may need a closer look, and prepare client updates or follow-up communications.

That can mean less time sorting through paperwork and more time focused on strategy, client communication, and the details that require professional judgment.

Better Communication for Clients and Staff

One of the most interesting parts of the webinar was about using AI to explain complicated concepts in a way families can follow.

Whether it's creating visual guides or customized client education materials, AI can help turn complex Medicaid rules into easy-to-follow information. Julie noted that this has not only improved client understanding but has also elevated the quality of questions clients ask during appointments.

The same idea applies internally. Her firm has created AI agents that can assist staff by helping team members find answers quickly.

The Importance of the "Human in the Loop"

A recurring theme throughout the presentation was the importance of human review.

Julie emphasized that AI-generated work should always be reviewed by qualified professionals. Her firm routinely verifies information generated by AI tools, particularly when analyzing financial records and preparing Medicaid applications.

The goal isn't automation for automation's sake. The goal is increasing efficiency while maintaining accuracy and professional judgment.

AI Policies Matter

Another key takeaway was the need for clear AI policies within law firms.

Julie encouraged firms to have written AI usage policies, make sure staff are only using approved and secure platforms, and avoid free public AI tools when working with client information. She also discussed the importance of understanding when AI use needs to be disclosed under state ethics rules, and suggested adding a disclosure to engagement letters for clients.

As AI becomes more common in legal practice, having clear guidelines in place is important.

Improving the Intake Process

The presentation also highlighted emerging uses of AI in intake and client service.

Julie shared examples of AI-powered systems that can answer calls, gather intake information, identify urgent matters, and route inquiries appropriately. For firms serving families in crisis situations, quicker response times can significantly improve the client experience.

The underlying theme was not replacing staff, but ensuring that no potential client falls through the cracks when team members are unavailable.

Start Small and Build Over Time

For firms that haven't yet incorporated AI into daily workflows, Julie recommended starting with a single use case. Starting with one practical application allows teams to learn and build confidence gradually. She also stressed that successful implementation requires more than simply purchasing a tool. Successfully incorporating AI into your current workflow requires training and set policies for your team. 

Final Thoughts

AI is rapidly becoming part of everyday legal practice, and elder law is no exception. As Julie Steinbacher demonstrated throughout the webinar, the greatest value isn't in replacing the expertise of attorneys and paralegals. It's in reducing repetitive administrative work so professionals can spend more time helping families navigate complex situations with confidence.

AshBer would like to thank Julie for sharing her experience and practical insights. We're looking forward to continuing the conversation during our August webinar, which will focus on training staff to effectively use AI within their practices.