Documentation Specialist

Role Overview

This position supports home health documentation workflows for a large Medicare-certified provider serving patients across Florida. The role centers on managing referral-source paperwork, tracking outstanding orders, and helping ensure records stay accurate, complete, and compliant while working closely with clinical coordinators, referral partners, and the home office.

Key Responsibilities

• Visit referral partner offices alongside CCs, build working relationships, understand each account’s referral flow, and maintain preferred document delivery methods.
• Make regular field visits to referral offices to secure signatures on current and overdue orders.
• Coordinate with referral partners to retrieve missing paperwork when a CC is no longer assigned to the agency or branch.
• Check that physician details on profile pages are accurate and investigate and correct any inconsistencies.
• Submit Smartsheet requests for updates to a CC’s referral sources or any other information that needs revision.
• Record daily work completed to obtain current or outstanding orders, including date, action taken, and follow-up date, and review the prior week’s activity.
• Help escalate orders by partnering with the home office, referral partner, and CC.
• Attend meetings to share updates on outstanding F2F items, hand-carry documents, orders, and escalations, and discuss plans to secure missing records.
• Prepare and print orders for each CC and review a weekly plan for obtaining signatures; send outstanding F2F and hand-carry orders to CCs as needed when they are visiting referral offices.
• Run weekly F2F and order reports and work with CCs to confirm orders are completed within 14 days or within the timeline appropriate for the patient’s case.
• Review possible write-off accounts with RDS and help decide whether they can be resolved or should be submitted for write-off.
• Communicate professionally across departments to close out pending orders.
• Respond quickly to questions and concerns with clear resolutions.
• Follow HIPAA requirements across all accounts.

Requirements

• High school diploma or an equivalent qualification is required.
• Prior experience using an EMR platform is required.
• Strong verbal and written communication skills, along with excellent organization and time management.
• Advanced typing ability and solid MS Office skills, plus the ability to work across several software systems while preserving data accuracy.
• Comfort working in a fast-paced, deadline-heavy environment.
• Ability to stay productive during periods of heavy workload and tight timelines.

Benefits

• One-on-one patient impact through individualized home-based care.
• Long-term stability with a well-established Florida home health organization.
• Free continuing education units to support professional development and licensure growth.
• Employee referral rewards and other competitive benefits.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling designed to fit personal priorities.
• A supportive, collaborative, and positive team culture.

Equal Opportunity

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

Additional Information

The organization is Florida’s largest independent Medicare-certified home health provider and has been delivering patient-focused care for more than 20 years. The company also supports care for over 10,000 patients across Florida every day.