Documentation Specialist

About the Role

This position supports home health documentation workflows for a large, award-winning provider delivering care in patients’ homes. The role focuses on keeping referral and order records accurate, complete, and compliant while coordinating closely with clinicians, referral partners, and internal teams.

Pinnacle Home Care is Florida’s largest independent Medicare-certified home health provider, with more than 20 years of experience delivering patient-centered care. The organization serves over 10,000 patients across Florida each day and emphasizes professional growth, teamwork, and compassionate service.

Key Responsibilities

• Visit referral partner offices with care coordinators to build relationships, understand each account’s referral flow, identify preferred document delivery methods, and keep those methods updated.
• Travel frequently to partner locations to secure signatures on current and pending orders.
• Work with referral sources to collect missing paperwork when a care coordinator is no longer assigned to the agency or branch.
• Check physician details on profile pages, investigate inaccuracies, and correct any errors.
• Submit Smartsheet updates whenever a care coordinator’s referral sources or other relevant information changes.
• Record daily activities related to obtaining outstanding orders, including dates, actions taken, and follow-up dates, and review the prior week’s activity.
• Support order escalation efforts by coordinating with the home office, referral partners, and care coordinators.
• Join meetings to review outstanding F2F items, hand-carry orders, escalations, and the plan for retrieving missing documents.
• Prepare and print orders for each care coordinator and review signature follow-up plans on a weekly basis.
• Send outstanding orders, F2F documents, and hand-carry items to care coordinators when they are in a referral office and able to obtain signatures during the visit.
• Run weekly F2F and order reports and partner with care coordinators to ensure orders are completed within 14 days, or within the appropriate timeframe for the case.
• Review possible write-off accounts with RDS and help determine whether resolution or write-off submission is the best path.
• Communicate professionally across departments to resolve pending orders.
• Respond quickly to questions, discrepancies, and concerns with clear resolution.
• Follow HIPAA requirements in all account handling.

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 abilities are essential.
• Advanced typing skills and solid computer knowledge, including MS Office, are needed.
• Ability to work across multiple software platforms while preserving data accuracy.
• Comfort working in a deadline-driven setting.
• Capability to stay productive during heavy workloads and tight timelines.

Benefits and Perks

• One-on-one patient impact through individualized home-based care.
• Long-term stability with an established organization that has been operating for over two decades.
• Free continuing education units (CEUs) to support licensure and career growth.
• Employee referral rewards as part of the benefits package.
• Recognition as a USA Today Top Workplace.
• Flexible scheduling that can be aligned with personal priorities.
• A collaborative, upbeat workplace that values both performance and well-being.

Equal Opportunity and Inclusion

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

Additional Information

This is a field-based, onsite role in St James City, Florida. The job involves regular travel to referral partner offices and ongoing coordination with internal and external stakeholders to keep documentation complete and compliant.