Documentation Specialist - Polk County

Role Overview

Join a home health organization that is focused on compassionate, patient-centered care delivered in the home. The company is a large independent Medicare-certified provider in Florida with more than 20 years of experience and is seeking a Documentation Management Specialist for its Polk County operations.

Key Responsibilities

• Accompany care coordinators to referral partner offices, build working relationships, understand each account’s referral patterns, and maintain the preferred document delivery process.
• Visit referral offices regularly to secure signatures on active or pending orders.
• Coordinate with referral partners to collect missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Verify that physician details on profiles are accurate and investigate and correct any profile errors.
• Submit Smartsheet updates for changes to assigned referral sources such as physicians, facilities, hospitals, or other account information.
• Record daily activity related to obtaining current or outstanding orders, including date, action taken, and follow-up date, and review the previous week’s work.
• Support order escalations by coordinating with the home office, referral partner, and care coordinator.
• Attend meetings to provide status updates on outstanding face-to-face items, hand-carry orders, escalations, and plans for missing documentation.
• Print and organize orders for each care coordinator and discuss a weekly strategy for obtaining signatures.
• Be available to send outstanding face-to-face and hand-carry orders to a care coordinator when they are at a referral source office and can obtain a signature during the visit.
• Run weekly face-to-face and order reports and partner with care coordinators to help ensure orders are completed within 14 days, or sooner if the patient’s case requires it.
• Review possible write-off accounts with RDS and help decide whether the account can be resolved or should be submitted for write-off.
• Communicate professionally across departments to resolve open orders and document issues.
• Respond quickly to questions and concerns and work toward timely resolution of discrepancies.
• Follow HIPAA rules and protect patient information on all accounts.

Requirements

• High school diploma or equivalent is required.
• Prior experience using an electronic medical record system is required.
• Strong verbal and written communication abilities, plus solid organization and time management skills.
• Advanced typing and computer skills, including Microsoft Office, and the ability to work across several software tools while preserving data accuracy.
• Comfort working in a deadline-driven setting.
• Ability to stay productive during heavy workloads and tight timelines.

Benefits and Perks

• Opportunity to support patients in their homes through individualized, one-on-one care.
• Long-standing stability as part of a Florida-based home health provider with more than two decades in operation.
• Free continuing education units to support licensure and career growth.
• Employee referral rewards program.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling designed to fit personal priorities.
• Collaborative, upbeat, and supportive team culture.

Equal Opportunity Statement

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

Additional Information

This role supports the timely completion of documentation and order management for a patient base of more than 10,000 people across Florida each day.