Documentation Specialist

About the Role

Join a home health organization focused on improving patients’ lives through compassionate care delivered in the home. The company is Florida’s largest independent Medicare-certified home health provider and has been serving patients with patient-centered care for more than 20 years. This role supports documentation management and coordination across referral sources, field staff, and internal teams.

Key Responsibilities

• Accompany care coordinators to referral partner offices, build working relationships, learn each account’s referral habits, and confirm the preferred way documents should be delivered. Keep delivery preferences updated as needed.
• Visit referral offices regularly to secure signatures on current and pending orders.
• Coordinate with referral partners to retrieve missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Check that physician details are accurate on the profile page and investigate and fix any incorrect information.
• Submit Smartsheet requests for changes to assigned referral sources such as physicians, facilities, hospitals, or any other updates that are required.
• Record daily activity in the system, including the documents worked on, the actions taken, and the follow-up date, and review the previous week’s activity for follow-up.
• Support order escalations by partnering with the home office, referral partners, and care coordinators.
• Take part in meetings to share updates on outstanding face-to-face documents, hand-carry items, orders, escalations, and the plan for collecting missing paperwork.
• Prepare and print orders for each care coordinator and review a weekly plan for obtaining signatures. Be ready to send outstanding face-to-face and hand-carry orders to a care coordinator if they are visiting a referral source and can collect a signature during that visit.
• Run weekly reports for face-to-face items and orders, and work with care coordinators to help ensure documents are completed within 14 days or within the timeline that fits the patient’s case.
• Review accounts that may need to be written off with the RDS team and decide on the next step for resolution or write-off submission.
• Communicate professionally with every department to close out unresolved orders.
• Respond quickly to questions and concerns, and work toward timely resolution of discrepancies.
• Follow HIPAA requirements in all account handling and documentation activities.

Requirements

• High school diploma or an equivalent qualification is required.
• Prior experience using an EMR system is required.
• Strong verbal and written communication, organization, and time-management abilities are necessary.
• Advanced typing skills, solid computer proficiency including MS Office, and the ability to juggle multiple software platforms while preserving data accuracy are important.
• Must perform well in a deadline-focused environment.
• Ability to stay productive under heavy workloads and tight timelines is essential.

Benefits

• Support for patients through individualized, one-on-one home-based care.
• Long-standing stability with more than two decades in the home health space.
• Free continuing education units to help with licensure and professional growth.
• Employee referral rewards and other competitive perks.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling to better align with personal priorities.
• A collaborative, upbeat workplace culture that values both performance and well-being.

Equal Opportunity

The employer maintains an inclusive workplace and does not discriminate on the basis of race, religion, age, gender, national origin, disability, veteran status, or other protected status.

Additional Information

This role supports care delivery for more than 10,000 patients across Florida every day and is part of a team that aims to help clinicians make a meaningful difference.