Documentation Specialist

About the Role

Pinnacle Home Care is seeking a Documentation Management Specialist to support its home-health operations in Lehigh Acres, Florida. This role focuses on keeping referral and order documentation accurate, complete, and moving on time so patient care can continue without delays. The organization is a large independent Medicare-certified home health provider in Florida with more than 20 years of experience serving patients at home.

Key Responsibilities

• Visit referral partner offices with care coordinators, build strong working relationships, understand each office’s referral flow, and keep delivery preferences updated.
• Go into the field regularly to collect signatures on current and pending orders.
• Coordinate with referral partners to secure missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Verify that physician details on the profile page are accurate and investigate any errors.
• Submit Smartsheet updates for changes to assigned referral sources such as physicians, facilities, hospitals, or other account details.
• Record daily work activities in detail, including actions taken to secure orders and the follow-up date, and review the prior week’s activity.
• Support order escalation by working with the home office, referral partner, and care coordinator.
• Attend meetings to share status updates on outstanding F2F, hand-carry, and other orders, and communicate the plan for obtaining missing documents.
• Prepare printed orders for each care coordinator and align on a weekly plan for obtaining signatures.
• Be available to send outstanding orders, F2F documents, or hand-carry orders to a care coordinator while they are at a referral source office.
• Run weekly F2F and order reports and partner with care coordinators to help ensure completion within 14 days, or within the appropriate patient-case timeline.
• Review possible write-off accounts with RDS and help determine whether resolution is possible or whether the account should be submitted for write-off.
• Communicate professionally across departments to close out outstanding orders.
• Respond quickly to questions and discrepancies with a clear resolution.
• Follow HIPAA requirements for all accounts and documentation handled.

Requirements

• High school diploma or equivalent is required.
• Prior experience using an EMR system is required.
• Strong verbal and written communication, organization, and time-management skills are needed.
• Advanced typing ability and strong computer skills, including Microsoft Office, are required.
• Must be able to juggle multiple software systems while preserving data accuracy and integrity.
• Comfort working in a fast-paced, deadline-driven setting is essential.
• Should remain effective and productive during heavy workloads and tight timelines.

Benefits and Additional Information

This role offers the chance to help patients regain independence through individualized home-based care. The company provides free continuing education units (CEUs) to support licensure and career growth, an employee referral program with rewards, and a flexible schedule designed to fit personal priorities. The workplace culture is described as supportive, collaborative, and focused on both professional achievement and personal fulfillment. The employer also notes recognition as a USA Today Top Workplace.

Equal Opportunity Statement

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

Additional Context

The company supports care for more than 10,000 patients across Florida each day and emphasizes compassionate, patient-centered service delivered at home.