Job Description
Job Description
Join Our Growing Team at Pinnacle Home Care!
Are you ready to make a difference in your patients' lives? Pinnacle Home Care, Florida’s largest privately owned and award-winning home health agency, is looking for passionate and dedicated Documentation Management Specialist to join our team!
-Award-winning –“Top Work Places 2020, 2021, 2022, 2023, 2024 and 2025” “Healthcare workplace Innovator” “Top 100 Agency Home Care Elite”
-Competitive salary, bonus plan, incentives, benefits, flexible PTO plan, paid holidays, 401k with generous company match
-Growth opportunities
-Comprehensive and ongoing training.
As our Documentation Specialist, you will collaborate and assist the Sales and Operations Teams by obtaining and completing all documentation required to complete the Home Health Care referral process.
In this role, you will communicate with a variety of personnel to resolve outstanding orders for the organization and work closely with the home office, Home Health branch, and each Sales Specialist/Care Coordinator (CC) within your allocated region to ensure the referral process and documents are complete. This position will participate in sales/ops meetings to report on patient medical orders' progress.
Your day-to-day will consist of:
-Monitor new referrals throughout the day to ensure accuracy and that Starts of Care (SOC) is processed according to the order.
-At the end of each business day, review the EOD Report for your branch(s) and the Care Coordination team to ensure all referral documents are received and complete, and that assignments are correct in KanTime. This includes the Care Coordinator assignment, Ordering MD, or Facility, and Signing MD.
-Review referrals brought in from the previous night’s processing to ensure all information is correct in relation to attending and/or signing MD, and Facility.
-Travel with Care Coordinators to referral partner offices and develop relationships with them, learn each account’s referral patterns, and determine their preferred delivery method.
-Update and manage delivery method in KanTime as necessary.
-Monitor KanTime to ensure the physician information is correct on the profile page.
-Research and correct any errors in that profile.
-As required, submit Smartsheet for changes to Care Coordinator’s assigned referral sources (MDs, facilities/hospitals, etc..) or any other KanTime information that requires updates.
-Communicate with Regional Director of Sales (RDS), branch, and Care Coordinator on the plan to obtain missing referral documents (F2F, Hand Carry, Orders, Escalations.)
-Review potential write-Off accounts with RDS to determine a plan for resolution or submission for write-off.
-On a weekly basis, print and prepare orders for each Care Coordinator and discuss a plan for obtaining signatures.
-Be available to send outstanding orders/F2F/Hand Carry orders to the Care Coordinator if they are in a referral sources office and will obtain signature during that visit.
-Travel regularly in the field to referral partner offices to obtain signatures for current or outstanding orders.
-On a daily basis, document in KanTime the work performed to obtain current or outstanding orders by date, action, and follow-up date.
-Follow-up on the previous week’s activity.
-Work with referral partners to obtain outstanding paperwork when a Care Coordinator is no longer working within the organization or at the branch.
-Identify and overcome obstacles in obtaining signed orders for the Care Coordinator.
-Run F2F and Orders report on a weekly basis and work with Care Coordinator to ensure orders are complete within 14 days or as appropriate according to the patient's case.
-On a weekly basis or as appropriate, report to the Regional Director of Sales on progress made on outstanding orders and review any orders that are approaching the 30-day aging deadline.
-Participate in all meetings to discuss escalations and new admissions from that referral partner.
-Participate in the Orders meeting to discuss and provide updates on outstanding F2F, Hand Carry, and Orders.
-Obtain approval from the RDS to escalate outstanding orders to the branch Medical Director for signature.
- Assist with the Escalation Orders by working with the home office, referral partner, and CC.
-Communicates professionally with all departments to resolve outstanding orders.
-Participate in meetings as assigned or requested by the RDS.
-Responds promptly to all inquiries with a resolution to concerns and or discrepancies in a timely manner.
-Excels in a deadline-driven environment which will require working closely with the branch team, CCs, and RDS to obtain signed orders to support the billing process.
-Complies with HIPAA regulations on all accounts.
- Abides by all Pinnacle Home Care Policies, Mission, Vision, and Values.
Skillset:
-Demonstrates the ability to understand the importance of the position and the impact it has on the business.
-Must possess and demonstrate excellent verbal, organizational, written, time management, and communication skills.
-High school diploma or equivalent.
-Previous experience working with an EMR system and demonstrates skills to navigate throughout the system(s).
-Advanced typing, and computer skills and possess the ability to multitask across multiple software systems, including MS Office while keeping the integrity of the data.
-Ability to remain productive when faced with high workloads and deadlines.
-Follow detailed directions and request clarification when needed.
-Identify needs and opportunities for improvement and discusses them with the RDS with recommended solutions.
-Work independently with minimal supervision.
-Address customer concerns in a courteous and timely manner.
-Use of relevant computer systems and a desire to learn and grow with system changes.
Hours of Work:
Our Documentation Management Specialist will work a set schedule each week that is consistent but may change on occasion depending on the needs of the team. This is a hybrid position that will consist of on-site days in the branch office, field days traveling to referral sources, and some time working at home if appropriate. If there is a requested change in the work schedule, the RDS will approve any changes in the schedule. Any changes shall be communicated to the CC Team and branch.
Our Mission at Pinnacle Home Care is to change lives through the art of the experience!! Pinnacle Home Care is a full-service Medicare Certified and Florida Licensed Home Health Company locally owned and operated by home health professionals who are passionate about delivering exceptional, quality care to the communities that we serve. We take pride in our home health care professionals who are devoted to fulfilling the levels of service that we uphold.
Human service can never be successful without dedication, just as dedication cannot be realized without passion.
The Talent Acquisition person who is responsible for this role enjoys sharing their enthusiasm for being part of an amazing organization, that works together for successful patient outcomes and has a passion for service to others. It will be well worth your time to have the conversation and expand your network. Apply today!
We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.