Documentation Specialist

About the role

Join a home health organization that is focused on delivering compassionate care where patients need it most: in their homes. This employer is Florida’s largest independent Medicare-certified home health provider and has been serving patients for more than 20 years. The team is hiring a Documentation Management Specialist to help keep referral and order documentation accurate, complete, and moving on time.

Key responsibilities

• Accompany care coordinators to referral partner offices, build working relationships, understand each account’s referral flow, and confirm preferred delivery methods. Keep delivery-method records current.
• Visit referral partner locations regularly to collect signatures for pending or incomplete orders.
• Coordinate with referral partners to secure missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Check that physician details on profile pages are accurate, investigate discrepancies, and correct any errors found.
• Submit Smartsheet updates for changes to assigned referral sources such as physicians, facilities, hospitals, or any other information that needs revision.
• Record daily progress on obtaining current or outstanding orders, including the date, action taken, and follow-up date; review the prior week’s activity as part of follow-up.
• Support order escalation efforts by working with the home office, referral partners, and care coordinators.
• Attend meetings to share updates on outstanding face-to-face items, hand-carry items, orders, and escalations, and help plan how missing documents will be secured.
• Prepare and print orders for each care coordinator, then discuss weekly action plans for obtaining required signatures. Be ready to send outstanding face-to-face, hand-carry, or order documents to a coordinator if they are visiting a referral source and can obtain the signature during that visit.
• Run weekly reports for face-to-face items and orders, and work with care coordinators to ensure documentation is completed within 14 days or within the timeframe appropriate for the patient’s case.
• Review accounts that may require write-off with the RDS team and help determine the best resolution path or whether submission for write-off is appropriate.
• Communicate professionally with all departments to resolve incomplete orders.
• Respond quickly to questions or concerns and provide timely resolution for discrepancies.
• Follow HIPAA requirements for all accounts and documentation.

Requirements

• High school diploma or equivalent is required.
• Prior experience using an EMR platform is required.
• Strong verbal and written communication skills, along with solid organization and time management abilities.
• Comfortable typing quickly, using computers and MS Office, and handling multiple software tools while preserving data accuracy.
• Ability to perform well in a deadline-driven environment.
• Capacity to stay productive under heavy workloads and tight time constraints.

Benefits and perks

• Personalized one-on-one care environment where patients are supported in the comfort of their homes.
• Long-standing stability as a large independent home health agency with more than two decades of experience.
• Free continuing education units to support professional development and career growth.
• Competitive benefits and an employee referral program with rewards.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling designed to fit personal priorities.
• Collaborative, upbeat, and supportive team culture.

Additional information

This employer maintains an inclusive workplace and is an equal opportunity employer. Hiring decisions are made without regard to race, religion, age, gender, national origin, disability, veteran status, or other protected characteristics.

The organization supports clinicians serving more than 10,000 patients across Florida every day.