Records Collection Specialist II

Alternate Solutions Health Network; Kettering (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Alternate Solutions Health Network is seeking a Records Collections Specialist II to manage patient documentation required by CMS, Medicare/Medicaid, and commercial insurers. The role involves submitting physician orders, obtaining signatures, following up on missing or incomplete documents, and ensuring timely updates in the EMR to support patient care and financial outcomes.

The position requires experience with EMR systems (HomeCare HomeBase or EPIC), familiarity with HIPAA regulations,

Qualifications

• Minimum of 1 year experience in the health care industry; Home health experience preferred.
• Familiarity with medical records management including HIPAA regulations, and Release of Information protocols.
• Proficiency in Adobe, Microsoft Office (Excel, Word, and Outlook) and electronic medical records (EMR) systems such as HomeCare HomeBase or EPIC.
• Experience with document management systems (e.g. Worldview), and e-fax systems is strongly preferred.
• Experience working with computers is required and experience with dual monitors is required.
• High degree of accuracy with close attention to detail.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to prioritize tasks, meet deadlines, and work efficiently in a dual-monitor computer environment.
• Excellent oral and written communication skills.
• Dedication to process improvement and continuous learning.
• Ability to maintain effective communication with a variety of people (physicians, co-workers).
• Professionalism in handling confidential information and maintaining effective communication with team members and providers.
• Proficiency in Microsoft Excel, Word, Adobe and Outlook.

Responsibilities

• Prioritize, batch, send, and track physician orders, face-to-face documentation, and other required forms for physician’s signature.
• Follow up on outstanding or returned documents to ensure compliance with regulatory timeframes.
• Resubmit orders and face to face forms as needed based on regulatory requirements.
• Coordinate with Sales and internal staff regarding outstanding documentation in order to keep write-offs to a minimum and to maintain A/R at an acceptable level.
• Request, receive, and documented completed paperwork within required timelines.
• Enter demographic change requests and routine visit time changes accurately within EMR.
• Assist clients, their families, and teammates in understanding order tracking and records procedures.
• Track and maintain documentation required for patients, ensuring timely and accurate updates in the EMR.
• Support survey readiness by retrieving requested documentation.
• Ensure compliance with all HIPAA, regulatory, and agency policies regarding records maintenance and release.
• Maintain regular attendance, work scheduled hours, and attend mandatory meetings, in-services, and educational programs.
• Other duties as assigned.

Skills

Attention to detail

Communication

Time management

Dual-monitor setup

Processing efficiency

Education

High School graduate with Associates degree or equivalent experience

Tools

HomeCare HomeBase

EPIC

Worldview

Adobe

Microsoft Excel

Microsoft Word

Microsoft Outlook

e-fax systems

Job description

Our culture and people are what set us apart from other post-acute care providers. We’re dedicated to the growth and development of our team to set them up for success. We CARE for our patients like they are our own FAMILY.SUMMARYThe Records Collections Specialist II is responsible for managing and tracking patient documentation required by CMS, Medicare/Medicaid, and commercial insurance. This includes submitting physician orders, obtaining signatures, following up on missing or incomplete documents, and ensuring timely updates in the electronic medical record (EMR) system. This role involves frequent use of EMR software, email, fax, phone, and requires coordination with internal teams and external providers. Accurate and timely performance directly impacts patient care, compliance, and financial outcomes. This position adheres to all legal, payor, and company regulations.KEY RESPONSIBILITIESPrioritize, batch, send, and track physician orders, face-to-face documentation, and other required forms for physician’s signatureFollow up on outstanding or returned documents to ensure compliance with regulatory timeframesResubmit orders and face to face forms as needed based on regulatory requirementsCoordinate with Sales and internal staff regarding outstanding documentation in order to keep write-offs to a minimum and to maintain A/R at an acceptable levelRequest, receive, and documented completed paperwork within required timelinesEnter demographic change requests and routine visit time changes accurately within EMRAssist clients, their families, and teammates in understanding order tracking and records proceduresTrack and maintain documentation required for patients, ensuring timely and accurate updates in the EMRSupport survey readiness by retrieving requested documentationEnsure compliance with all HIPAA, regulatory, and agency policies regarding records maintenance and releaseMaintain regular attendance, work scheduled hours, and attend mandatory meetings, in-services, and educational programsOther duties as assignedQUALIFICATIONSMinimum of 1 year experience in the health care industry; Home health experience preferredFamiliarity with medical records management including HIPAA regulations, and Release of Information protocolsProficiency in Adobe, Microsoft Office (Excel, Word, and Outlook) and electronic medical records (EMR) systems such as HomeCare HomeBase or EPIC.Experience with document management systems (e.g. Worldview), and e-fax systems is strongly preferred.Experience working with computers is required and experience with dual monitors is requiredHigh degree of accuracy with close attention to detailStrong attention to detail, accuracy, and organizational skillsAbility to prioritize tasks, meet deadlines, and work efficiently in a dual-monitor computer environmentExcellent oral and written communication skillsDedication to process improvement and continuous learningAbility to maintain effective communication with a variety of people (physicians, co-workers)Professionalism in handling confidential information and maintaining effective communication with team members and providersProficiency in Microsoft Excel, Word, Adobe and OutlookEDUCATION AND CREDENTIALSHigh School graduate with Associates degree or equivalent experience required.We’ll help you put your passion for patient care to work. Apply today!This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.We are an Equal Opportunity Employer.