Records Collection Specialist II

Alternate Solutions Health Network; Oklahoma; Hybrid; USD 25,000 - 30,000; Full time

Job summary

Alternate Solutions Health Network is seeking a Records Collections Specialist II to manage patient documentation for CMS, Medicare/Medicaid, and insurance providers. You will submit orders, obtain signatures, follow up on missing documents, and ensure timely EMR updates using systems like HomeCare HomeBase or EPIC.

The role emphasizes accuracy, coordinating with internal teams, and maintaining compliance with HIPAA and regulatory policies.

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)
• 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

Communication skills

Attention to detail

Prioritization

Team coordination

Professionalism

Confidential information handling

Education

High school diploma with associate degree or equivalent

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.

Schedule: 8:00am to 4:30pm EST Monday - Friday

Location: In Office at our Kettering, OH location | Hybrid Model available after 6 months

Compensation: $20.00 an Hour with Full-Time Benefits!

SUMMARY

The 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 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

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

EDUCATION AND CREDENTIALS

• High School graduate with Associates degree or equivalent experience required.

We’ll help you put your passion for patient care to work.

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.