Documentation Specialist

About the Role

Pinnacle Home Care is seeking a Documentation Management Specialist to support its home health operations in Estero, Florida. The organization is the state’s largest independent Medicare-certified home health provider and has spent more than 20 years delivering patient-focused care in the home setting.

This position is centered on managing referral documentation, coordinating with referral partners and care coordinators, and helping ensure orders and related paperwork are complete, accurate, and submitted on time.

Key Responsibilities

• Visit referral partner offices alongside care coordinators, build working relationships, understand each account’s referral flow, and maintain preferred delivery methods.
• Travel frequently to referral offices to secure signatures on current and pending orders.
• Coordinate with referral partners to collect missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Check physician details on profile pages, investigate issues, and correct any inaccurate information.
• Submit Smartsheet updates for changes to assigned referral sources such as physicians, facilities, hospitals, or other records that need revision.
• Record daily activity related to obtaining orders, including dates, actions taken, and follow-up dates, and review the prior week’s progress.
• Support order escalation efforts by working with the home office, referral partner, and care coordinator.
• Take part in meetings covering outstanding face-to-face documentation, hand-carry orders, escalations, and action plans for missing paperwork.
• Prepare and print orders for each care coordinator, then coordinate a weekly plan for collecting signatures.
• Be available to send outstanding orders, face-to-face documentation, or hand-carry orders to a care coordinator when they are onsite with a referral source and can obtain a signature during the visit.
• Run weekly face-to-face and order reports and partner with care coordinators to help close orders within 14 days or within the timeline appropriate to the patient’s case.
• Review accounts that may be written off with RDS and help determine whether they can be resolved or should proceed to write-off.
• Communicate in a professional manner with all internal departments to resolve open orders.
• Reply quickly to questions and discrepancies with a timely resolution.
• Follow HIPAA requirements across all accounts and documentation activities.

Requirements

• A high school diploma or equivalent is required.
• Prior experience using an EMR system is required.
• Strong verbal and written communication skills, along with good organization and time management.
• Advanced typing ability, solid computer skills including MS Office, and the ability to work across multiple software platforms while protecting data accuracy.
• Comfort working in a deadline-driven setting.
• Ability to stay productive during busy periods and when timelines are tight.

Benefits and Perks

• Personalized one-on-one care environment that helps patients recover and regain independence at home.
• Long-term stability backed by more than two decades of service as Florida’s largest independent home health agency.
• Free continuing education units (CEUs) to support professional growth and licensure development.
• Competitive benefits package with an employee referral program and reward opportunities.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling designed to better fit personal priorities.
• Supportive, collaborative, and forward-thinking team culture.

Equal Opportunity and Inclusion

The employer maintains an inclusive workplace and is an equal opportunity employer. Hiring and workplace decisions are made without discrimination or harassment based on race, religion, age, gender, national origin, disability, veteran status, or any other protected characteristic.

Additional Information

This role supports care delivery for more than 10,000 patients across Florida every day. The position involves regular field travel and close coordination with referral partners, care coordinators, and internal teams to keep documentation moving efficiently.