Documentation Management Specialist - Tampa

Pinnacle Home Care; Northdale (FL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Flexible scheduling

CEUs and professional development

Top Workplace

Job summary

Pinnacle Home Care is seeking a detail-oriented coordinator to support field referrals and documentation in Florida. You will partner with physicians, facilities, and home health staff to ensure timely orders, signatures, and paperwork across the patient journey.

You will manage WellSky data, generate reports, and communicate effectively with multiple departments while maintaining HIPAA compliance and data integrity. This role emphasizes coordination, accuracy, and a patient-centered approach.

Qualifications

• Must have a high school diploma or equivalent.
• Excellent communication, organizational, and time management skills.
• Advanced typing and computer skills with ability to multitask across software systems.

Responsibilities

• Travel with CCs to referral partner offices and develop relationships, update delivery methods in WellSky.
• Travel regularly to referral partner offices to obtain signatures for orders.
• Work with referral partners to obtain outstanding paperwork when a CC leaves the agency.
• Monitor WellSky to ensure physician information is correct on profiles and fix errors.
• Submit Smartsheet changes for CCs" assigned referral sources or other WellSky updates.

Skills

Communication

Organization

Time management

Multitasking

Education

High school diploma

Tools

EMR system

MS Office

Job description

Are you looking to make a difference in patients’ lives with a company that values your expertise? Join us in our mission of delivering compassionate healthcare where it matters most –– at home.

Key Responsibilities

• Travel with CCs 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 methods in WellSky as necessary.
• Travel regularly in the field to referral partner offices to obtain signatures for current or outstanding orders.
• Work with referral partners to obtain outstanding paperwork when a CC is no longer working within the agency or at the branch.
• Monitor WellSky to ensure the physician information is correct on the profile page, and research and correct any errors in that profile.
• Submit Smartsheet for changes to CC’s assigned referral sources (MD’s, facilities/hospitals, etc.) or any other WellSky information that requires updates.
• Document in WellSky daily the work performed to obtain current or outstanding orders by date, action, and follow-up date. Follow-up on the previous week’s activity.
• Assist with the escalation of orders by working with the home office, referral partner, and CC
• Participate in meetings to discuss and provide updates on outstanding F2F, hand carry, orders, escalations, and communicate plans to obtain missing documents.
• Print and prepare orders for each CC and discuss a plan for obtaining signatures on a weekly basis. Be available to send outstanding orders/F2F/hand carry orders to the CC if they are in a referral sources office and will obtain signature during that visit.
• Run F2F and orders reports on a weekly basis and work with CC to ensure orders are complete within 14 days or as appropriate according to the patient’s case.
• Review potential write-off accounts with RDS to determine a plan for resolution or submission for write-off.
• Communicate professionally with all departments to resolve outstanding orders.
• Respond promptly to all inquiries with a resolution to concerns and or discrepancies in a timely manner.
• Comply with HIPAA regulations on all accounts.

Qualifications

• 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, computer skills (MS Office), and the ability to multitask across multiple software systems while maintaining the integrity of the data.
• Excels in a deadline driven environment
• Ability to remain productive when faced with high workloads and deadlines.

Benefits

Benefits:

Why Choose Pinnacle

• Personalized, One-on-One Care: Help patients heal and regain their independence by delivering individualized care in the comfort of their homes.
• Growth & Stability: Over two decades as Florida’s largest independent home health agency.
• Ongoing Professional Development: Free Continuing Education Units (CEUs) to support licensure and career advancement.
• Competitive Benefits & Perks: Including an employee referral program where you can earn rewards.
• Recognized Excellence: Ranked as a USA Today Top Workplace.
• Flexible Scheduling: Enjoy a schedule that aligns with your personal priorities.
• Supportive & Fun Culture: Join a collaborative, forward-thinking team that values both professional excellence and personal fulfillment.

Pinnacle promotes an inclusive environment and is an equal opportunity employer. We prohibit discrimination or harassment based on race, religion, age, gender, national origin, disability, veteran status, or other legally protected characteristics.

Be part of a company that empowers clinicians to make a difference in the lives of over 10,000 patients across Florida every day.