Documentation Specialist - West Palm Beach, FL

Pinnacle Career • West Palm Beach, FL

2d • Onsite

About The Position

Pinnacle Home Care, Florida’s largest independent Medicare-certified home health provider, is seeking a Documentation Management Specialist to join their award-winning team. This role is crucial in ensuring the accuracy and timely processing of new referrals and maintaining essential patient documentation. The specialist will work closely with clinicians, referral partners, and internal departments to ensure compliance and efficient operations within the home health setting.

Requirements

• High school diploma or equivalent.
• Previous experience working with an EMR system.
• Excellent communication, organizational, and time management skills.
• Advanced typing and computer skills (MS Office).
• Ability to multitask across multiple software systems while maintaining data integrity.
• Ability to remain productive when faced with high workloads and deadlines.
• Excels in a deadline-driven environment.

Responsibilities

• Monitor new referrals throughout the day to ensure accuracy and that Starts of Care (SOC) are processing according to the order.
• Review referrals processed overnight to ensure all information is correct in relation to attending and/or signing MD and facility.
• Review the EOD Report daily for assigned branches and the Care Coordinator (CC) team to ensure all referral documents are received and completed, and that assignments are correct in KanTime (CC assignment, Ordering MD or Facility, and Signing MD).
• Travel with CCs to referral partner offices to develop relationships, understand referral patterns, and determine preferred delivery methods, updating KanTime as necessary.
• Travel regularly in the field to referral partner offices to obtain signatures for current or outstanding orders.
• Work with referral partners to obtain outstanding paperwork when a CC is no longer with the agency or at the branch.
• Monitor KanTime to ensure physician information is correct on the profile page, researching and correcting any errors.
• Submit Smartsheet for changes to CC’s assigned referral sources (MD’s, facilities/hospitals, etc.) or any other KanTime information requiring updates.
• Document daily in KanTime the work performed to obtain current or outstanding orders, including date, action, and follow-up date.
• Follow-up on the previous week’s activity.
• Assist with the escalation of orders by working with the home office, referral partner, and CC, including obtaining approval from the RDS to escalate outstanding orders to the branch Medical Director for signature.
• Participate in meetings to discuss and provide updates on outstanding F2F, hand carry, orders, escalations, and communicate plans to obtain missing documents.
• Print and prepare orders for each CC and discuss a plan for obtaining signatures on a weekly basis.
• Be available to send outstanding orders/F2F/hand carry orders to the CC if they are in a referral sources office and will obtain signature during that visit.
• Run F2F and orders reports on a weekly basis and work with CC to ensure orders are complete within 14 days or as appropriate according to the patient’s case.
• Review potential write-off accounts with RDS to determine a plan for resolution or submission for write-off.
• Communicate professionally with all departments to resolve outstanding orders.
• Respond promptly to all inquiries with a resolution to concerns and/or discrepancies in a timely manner.
• Comply with HIPAA regulations on all accounts.

Benefits

• Competitive Benefits & Perks
• Employee referral program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED