Documentation Specialist

About the Role

Pinnacle Home Care is seeking a Documentation Management Specialist to support its home health operations in Alva, Florida. The organization is Florida’s largest independent Medicare-certified home health provider and has been delivering patient-focused care for more than 20 years. This position plays an important part in keeping documentation complete, accurate, and on time so patients can continue receiving care without delays.

What You'll Do

• Visit referral partner offices alongside CCs, build working relationships, understand each account’s referral patterns, and identify the preferred way documents should be delivered. Keep delivery preferences updated as needed.
• Make regular field visits to referral partner offices to collect signatures on current and pending orders.
• Coordinate with referral partners to secure missing paperwork when a CC is no longer assigned to the agency or branch.
• Check that physician details are accurate on the profile page and investigate and correct any errors.
• Submit Smartsheet requests for changes to CC-assigned referral sources such as physicians, facilities, hospitals, and other information that needs updating.
• Record daily activity related to obtaining current or outstanding orders, including the date, action taken, and follow-up date, and review the previous week’s progress.
• Support order escalations by coordinating with the home office, referral partner, and CC.
• Join meetings to share updates on outstanding F2F items, hand-carry orders, escalations, and the plan for obtaining missing documents.
• Prepare and print orders for each CC and discuss a weekly plan for obtaining signatures. Be ready to send outstanding orders, F2F items, and hand-carry orders to CCs when they are at a referral source office and can collect a signature during the visit.
• Run weekly F2F and orders reports and work with CCs to make sure orders are completed within 14 days, or sooner when required by the patient’s case.
• Review possible write-off accounts with RDS and help determine whether the account can be resolved or should be submitted for write-off.
• Communicate professionally across departments to close out outstanding orders.
• Respond quickly to questions and concerns with clear resolutions in a timely way.
• Follow HIPAA requirements for all accounts.

Requirements

• High school diploma or an equivalent credential is required.
• Prior experience using an EMR system is required.
• Strong communication, organization, and time management abilities are essential.
• Advanced typing and computer skills, including Microsoft Office, plus the ability to manage multiple software systems while protecting data accuracy, are needed.
• Comfort working in a deadline-focused environment is important.
• Must be able to stay productive during heavy workloads and tight deadlines.

Benefits

• Opportunity to make a real difference by helping patients recover and regain independence at home through personalized care.
• Long-term stability with a company that has operated for over two decades as Florida’s largest independent home health agency.
• Free continuing education units to support professional growth, licensure, and career development.
• Employee referral rewards as part of the benefits and perks package.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling that can better fit personal priorities.
• A collaborative, positive work culture that values both strong performance and personal fulfillment.

Equal Opportunity Statement

Pinnacle Home Care maintains an inclusive workplace and is committed to equal employment opportunity. Hiring decisions are made without discrimination based on race, religion, age, gender, national origin, disability, veteran status, or any other protected status.

Additional Information

This role supports a company that serves more than 10,000 patients across Florida every day. The position involves travel to referral partner offices, frequent follow-up on outstanding documentation, and close coordination with multiple internal and external stakeholders.