Documentation Management Specialist

Jobtailor; Tampa (FL); On-site; USD 38,000 - 54,000; Full time

Job summary

Jobtailor in the United States (Florida) seeks a detail-oriented healthcare operations specialist to manage referral workflows, maintain EMR data integrity in WellSky, and ensure HIPAA compliance across all accounts.

You will travel to referral partner offices to obtain signatures, monitor records, and coordinate with the home office to resolve outstanding items. Strong organization and communication skills are essential for success in this role.

Qualifications

• Must have at least a high school diploma or equivalent.
• Must have experience working with an EMR system
• Excellent communication, organizational, and time management skills.
• Advanced typing and computer skills, including MS Office.
• Ability to multitask across multiple software systems while maintaining data integrity.
• Thrives in a deadline-driven environment.
• HIPAA compliance on all accounts.

Responsibilities

• Travel with CCs to referral partner offices and develop relationships with referral partners.
• Learn each account’s referral patterns and determine preferred delivery methods.
• Update and manage delivery methods in WellSky.
• Travel regularly to referral partner offices to obtain signatures for orders.
• Monitor WellSky physician profiles, research errors, and correct inaccurate information.
• Document daily work in WellSky with actions and follow-up dates.
• Assist with order escalations involving the home office, referral partners, and CCs.
• Print and prepare orders and develop weekly signature-obtainment plans.
• Run weekly orders reports and ensure orders are complete within 14 days or per patient case.
• Communicate professionally with all departments to resolve outstanding orders.
• Respond promptly to inquiries and resolve concerns or discrepancies.
• Comply with HIPAA regulations on all accounts.

Skills

EMR System Experience

WellSky Proficiency

HIPAA Compliance

Excellent Communication Skills

Organizational Skills

Education

High school diploma

Tools

MS Office

Smartsheet

Job description

• Travel with CCs to referral partner offices and develop relationships with referral partners.
• Learn each account’s referral patterns and determine preferred delivery methods.
• Update and manage delivery methods in WellSky.
• Travel regularly to referral partner offices to obtain signatures for current or outstanding orders.
• Obtain outstanding paperwork when a CC is no longer working within the agency or branch.
• Monitor WellSky physician profiles, research errors, and correct inaccurate information.
• Submit Smartsheet changes for assigned referral sources and other WellSky information updates.
• Document daily work in WellSky, including actions and follow-up dates, and follow up on prior activity.
• Assist with order escalations involving the home office, referral partners, and CCs.
• Participate in meetings and provide updates on outstanding F2F, hand-carry orders, escalations, and plans to obtain missing documents.
• Print and prepare orders for each CC and develop weekly signature-obtainment plans.
• Send outstanding orders and related documents to CCs during referral-source visits.
• Run weekly F2F and orders reports and help ensure orders are complete within 14 days or according to the patient’s case.
• Review potential write-off accounts with RDS and determine resolution or write-off submission plans.
• Communicate professionally with all departments to resolve outstanding orders.
• Respond promptly to inquiries and resolve concerns or discrepancies in a timely manner.
• Comply with HIPAA regulations on all accounts.

Requirements

• Must have a high school diploma or equivalent.
• Must have previous experience working with an EMR system.
• Excellent communication, organizational, and time management skills.
• Advanced typing and computer skills, including MS Office.
• Ability to multitask across multiple software systems while maintaining data integrity.
• Excels in a deadline driven environment.
• Ability to remain productive when faced with high workloads and deadlines.
• Ability to comply with HIPAA regulations on all accounts.

Core Competencies

Demonstrates proficiency in managing referral processes and maintaining accurate records within EMR systems like WellSky. Excels in communication and organizational skills to effectively collaborate with referral partners and internal departments while ensuring compliance with HIPAA regulations.

Highest-signal resume keywords

• EMR System Experience
• WellSky Proficiency
• HIPAA Compliance
• Excellent Communication Skills
• Organizational Skills

ATS Optimization Keywords

Hard Skills

• Data Integrity Management
• Order Processing
• Report Generation
• Typing Skills
• Multitasking

Soft Skills

• Time Management
• Problem Solving
• Professional Communication
• Deadline Orientation

Industry Keywords

• Referral Partner Relationships
• Patient Case Management
• Documentation
• F2F Orders
• Home Office Coordination

Tools & Technologies

• MS Office
• Smartsheet