Documentation Management Specialist

About the Role

Join a patient-focused home health organization that is dedicated to delivering compassionate care in patients’ homes. The company is Florida’s largest independent Medicare-certified home health provider and has spent more than 20 years providing high-quality care. This position is for a Documentation Management Specialist based in Moore Haven, Florida.

Key Responsibilities

• Visit referral partner offices with CCs, build strong working relationships, learn each account’s referral flow, and confirm the preferred way documents should be delivered. Keep delivery preferences updated as needed.
• Make regular field visits to referral partner offices to secure signatures on current or pending orders.
• Coordinate with referral partners to collect missing paperwork when a CC is no longer assigned to the agency or branch.
• Check that physician details on profile pages are accurate, investigate any discrepancies, and correct them.
• Submit Smartsheet updates for changes to CC-assigned referral sources such as physicians, facilities, hospitals, or any other information that needs revision.
• Record daily work completed to track current or outstanding orders, including dates, actions taken, and follow-up dates, and review the prior week’s activity.
• Support order escalation efforts by coordinating with the home office, referral partners, and CCs.
• Attend meetings to share updates on outstanding face-to-face items, hand-carry items, orders, escalations, and plans for obtaining missing documentation.
• Prepare and print orders for each CC and review a weekly plan for obtaining signatures. Be ready to send outstanding orders, F2F items, and hand-carry orders to a CC when they are in a referral source office and can obtain a signature during that visit.
• Run weekly F2F and order reports and work with CCs to ensure orders are completed within 14 days, or sooner/later as appropriate for the patient’s case.
• Review possible write-off accounts with RDS and help decide whether they can be resolved or should be submitted for write-off.
• Communicate professionally with all departments to close out unresolved orders.
• Respond quickly to questions, aiming to resolve concerns or discrepancies in a timely manner.
• Follow HIPAA rules and protect patient information at all times.

Qualifications

• A high school diploma or an equivalent credential is required.
• Prior experience using an EMR system is necessary.
• Strong verbal and written communication, organization, and time management abilities are important.
• Advanced typing skills, solid computer proficiency including MS Office, and the ability to juggle multiple software systems while preserving data accuracy are needed.
• Ability to perform well in a deadline-driven setting.
• Comfort working productively under heavy workloads and tight deadlines.

Benefits and Perks

• Deliver individualized, one-on-one care that helps patients recover and regain independence in the comfort of their homes.
• Join a stable organization with more than two decades of experience as Florida’s largest independent home health agency.
• Access free continuing education units to support licensure and career growth.
• Enjoy competitive benefits, including an employee referral program with reward opportunities.
• Be part of a workplace recognized as a USA Today Top Workplace.
• Take advantage of flexible scheduling that can better fit personal priorities.
• Work within a collaborative, supportive, and engaging team culture that values both professional success and personal fulfillment.

Equal Opportunity and Inclusion

The employer maintains 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.

Additional Information

This role supports a company that helps clinicians care for more than 10,000 patients across Florida every day.