Documentation Specialist

Role overview

Join a home health organization focused on delivering compassionate care in patients’ homes. The company is a long-established, Medicare-certified provider in Florida and is hiring a Documentation Management Specialist to support documentation accuracy, order completion, and referral partner coordination.

Key responsibilities

• Visit referral partner offices alongside care coordinators, build working relationships, understand each account’s referral flow, and maintain preferred document delivery methods.
• Make routine field visits to referral offices to secure signatures on active or overdue orders.
• Work with referral partners to retrieve missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Check that physician details on profile pages are accurate and investigate and fix any errors.
• Submit Smartsheet requests for changes to assigned referral sources or any other updates that need to be reflected.
• Record daily activity related to obtaining current or outstanding orders, including date, action taken, and follow-up date, and revisit the previous week’s items.
• Support order escalation efforts by coordinating with the home office, referral partner, and care coordinator.
• Attend meetings to share updates on outstanding face-to-face documents, hand-carry orders, escalations, and action plans for missing paperwork.
• Prepare printed orders for each care coordinator and review the weekly signature-collection plan with them.
• Be ready to send outstanding face-to-face, hand-carry, and order packets to care coordinators when they are onsite with a referral source and can obtain signatures during the visit.
• Run weekly reports for face-to-face documentation and orders, and partner with care coordinators to complete orders within 14 days or within the timeline appropriate to the patient case.
• Review possible write-off accounts with RDS and decide on a resolution path or whether write-off submission is needed.
• Communicate professionally across departments to resolve missing or incomplete orders.
• Reply quickly to inquiries and work toward timely resolution of concerns or discrepancies.
• Follow HIPAA requirements and protect confidential patient information in all account handling.

Requirements

• High school diploma or an equivalent qualification is required.
• Prior experience using an EMR platform is required.
• Strong verbal and written communication, organization, and time management abilities are essential.
• Advanced typing ability, solid MS Office skills, and comfort working across multiple software systems while preserving data accuracy.
• Ability to perform well in a deadline-driven setting.
• Capacity to stay productive under heavy workloads and tight timelines.

Benefits and workplace culture

• Work that directly supports patient care and helps people recover independence at home.
• Opportunity to join a stable organization with more than 20 years of experience in Florida home health care.
• Free continuing education units to support licensure and career growth.
• Employee referral program with rewards.
• Recognition as a USA Today Top Workplace.
• A schedule designed to better fit personal priorities.
• A collaborative, upbeat environment that values professional excellence and personal fulfillment.

Equal opportunity statement

The employer provides an inclusive workplace and does not tolerate discrimination or harassment based on race, religion, age, gender, national origin, disability, veteran status, or other protected characteristics.

About the organization

This role supports a Florida home health provider serving more than 10,000 patients across the state each day and operating as the state’s largest independent Medicare-certified home health agency.