Documentation Specialist

About the Role

This full-time onsite position is with Pinnacle Home Care, Florida’s largest independent Medicare-certified home health provider. The role supports the organization’s mission of delivering compassionate, patient-focused care in the home setting. You will help manage documentation workflows, coordinate with referral partners and care coordinators, and ensure required records are complete, accurate, and submitted on time.

Key Responsibilities

• Accompany care coordinators to referral partner offices, build working relationships, understand referral patterns, and identify each partner’s preferred method for receiving documentation. Keep delivery preferences updated as needed.
• Regularly visit referral partner locations to secure signatures on current or pending orders.
• Coordinate with referral partners to gather missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Verify that physician details are accurate on profile pages and investigate and correct any errors found.
• Submit Smartsheet updates for changes to assigned referral sources such as physicians, facilities, hospitals, or other information that needs revision.
• Record daily activity related to obtaining current or outstanding orders, including date, action taken, and follow-up date, and review the prior week’s work for follow-through.
• Support order escalation efforts by working with the home office, referral partners, and care coordinators.
• Take part in meetings to share updates on outstanding F2F items, hand-carry orders, escalations, and action plans for collecting missing documents.
• Print and organize orders for each care coordinator, then discuss a weekly plan for collecting signatures. Be ready to send outstanding orders, F2F documents, or hand-carry orders to the care coordinator if they are visiting a referral source and can obtain the signature during that visit.
• Run weekly F2F and order reports and partner with care coordinators to ensure orders are completed within 14 days, or sooner when the patient’s case requires it.
• Review accounts that may be written off with RDS and help determine whether they can be resolved or should be submitted for write-off.
• Communicate professionally across departments to resolve open orders.
• Respond quickly to inquiries and work toward clear resolutions for concerns or discrepancies.
• Follow HIPAA requirements for all accounts and documentation handled.

Requirements

• High school diploma or an equivalent credential is required.
• Prior experience using an EMR system is required.
• Strong verbal and written communication, organization, and time management abilities are essential.
• Advanced typing ability and solid computer proficiency, including Microsoft Office, are needed.
• Must be able to juggle several software systems at once while preserving data accuracy.
• Comfort working in a deadline-driven environment is necessary.
• Ability to stay productive during periods of heavy workload and tight timelines is important.

Benefits and Workplace Culture

Pinnacle Home Care offers a patient-centered environment built around individualized care, long-term stability, and professional growth. Team members may benefit from free continuing education units to support licensure and career advancement, employee referral rewards, recognition as a USA Today Top Workplace, flexible scheduling, and a collaborative culture that values both performance and personal fulfillment.

Equal Opportunity Statement

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

Additional Information

This organization supports care delivery for more than 10,000 patients across Florida each day and encourages qualified candidates to apply for a role that directly contributes to timely documentation and patient care coordination.