Documentation Management Specialist

About the Role

Pinnacle Home Care is seeking a Documentation Management Specialist to support its home health operations in Cape Coral, Florida. The organization is Florida’s largest independent Medicare-certified home health provider and has delivered patient-focused care for more than 20 years. This position plays a key role in keeping referral and order documentation accurate, complete, and timely so patients can continue receiving care at home.

What You’ll Do

• Visit referral partner offices alongside CCs to build working relationships, understand referral workflows, identify preferred delivery methods, and keep delivery preferences updated.
• Make regular field visits to referral offices to secure signatures on current and pending orders.
• Coordinate with referral partners to collect missing paperwork when a CC is no longer assigned to the agency or branch.
• Verify that physician details on profile pages are accurate and research and correct any inconsistencies.
• Submit Smartsheet updates for changes to CC referral sources, including physicians, facilities, hospitals, and other records requiring revisions.
• Record daily work completed to obtain 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 partner, and CC.
• Attend meetings to share updates on outstanding F2F items, hand-carry orders, escalations, and action plans for missing documents.
• Prepare and print weekly orders for each CC and align on a signature-collection plan.
• Send outstanding orders, F2F documents, and hand-carry orders to CCs when they are at a referral source office and can obtain a signature during the visit.
• Run weekly F2F and order reports and partner with CCs to help ensure orders are completed within 14 days or as appropriate for the patient’s case.
• Review accounts that may need write-off consideration with RDS and determine the next step toward resolution or write-off submission.
• Communicate professionally across departments to close out open orders.
• Respond quickly to questions and concerns and work toward timely resolution of discrepancies.
• Follow HIPAA rules and protect confidential account information at all times.

Requirements

• High school diploma or equivalent is required.
• Prior experience using an EMR system is required.
• Strong verbal and written communication skills, along with solid organization and time management abilities.
• Advanced typing skills and proficiency with MS Office and other computer tools.
• Ability to work across multiple software platforms while preserving data accuracy and integrity.
• Comfortable in a fast-paced, deadline-driven environment.
• Able to stay productive and manage competing priorities during heavy workloads.

Benefits and Perks

• Individualized, one-on-one patient care experience.
• Long-standing stability as part of a large home health organization.
• Free continuing education units to support licensure and career growth.
• Employee referral program with reward opportunities.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling designed to support personal priorities.
• Collaborative, supportive, and positive team culture.

Equal Opportunity

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

Additional Information

This role supports the care of more than 10,000 patients across Florida each day by helping keep documentation and referral processes on track.