What are the responsibilities and job description for the Documentation Management Specialist position at Pinnacle Branding?
At Pinnacle Home Care, we recognize the demands of the home health care profession and are committed to fostering a supportive, balanced work environment for our team. We pride ourselves on offering a positive workplace where our employees feel valued, supported, and energized. You will be joining an award-winning home health company and be an integral part of making a meaningful difference in the lives of patients and their families.
-Award-winning –“Top places to work” “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 Sales training.
-President's Club.
-Exceptional workplace culture.
As our Documentation Management Specialist you will collaborate with and assists the Sales and Operations Teams in obtaining and completing all documents required to complete the referral process. In this role you will be responsible for high level communication to resolve outstanding orders for the organization and work closely with the home office, branch(s) and each Care Coordinator (CC) within the branch(s) to ensure the referral process and documents are complete.
Key Responsibilities:
-Monitor new referrals throughout the day to ensure accuracy and that Starts of Care (SOC) are processing according to the order.
-At the end of each business day, review the EOD Report for your branch(s) and the CC team to ensure all referral documents are received and complete, and that assignments are correct in KanTime. This includes the CC 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 CC’s 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 CC’s assigned referral sources (MD’s, facilities/hospitals, etc..) or any other KanTime information that requires updates. 6. Communicate with RDS, branch, and CC’s on 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. 8. On a weekly basis, print and prepare orders for each CC and discuss a plan for obtaining signatures. 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.
-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 previous week’s activity.
-Work with referral partners to obtain outstanding paperwork when a CC is no longer working within the organization or at the branch.
-Identify and overcome obstacles in obtaining signed orders for the CC.
-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 case.
-On a weekly basis or as appropriate, report to the RDS on progress made on outstanding orders and review any orders that are approaching 30-days aging.
-Participate in Three-Legged-Stool (3LS) 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.
-Participates 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, CC’s, 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. The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job.
-The incumbents may be requested to perform job related tasks other than those stated in this description. Hours of Work The Orders Liaison 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 remote and on-site days in the branch(s). If there is a requested change in the work schedule, the RDS will approve any changes in the Orders Liaisons schedule. The Orders Liaison will communicate any changes to the CC Team and branch(s).
A few essential Items:
-Demonstrates the ability to understand the importance of the position and the impact it has on the business.
-Must possess and demonstrate excellent verbal and written communication skills.
-Must possess excellent organization and time management skills.
-Must possess a high school diploma or equivalent.
-Must have previous experience working with an EMR system and demonstrates skills to navigate throughout the system(s).
-Advanced typing, computer skills and possess the ability to multitask across multiple software systems while keeping the integrity of the data.
-Experience in MS Office.
-Ability to remain productive when faced with high workloads and deadlines.
- Able to follow detailed directions and request clarification when needed.
-Identifies needs and opportunities for improvement and discusses them to the RDS with recommended solutions.
-Works independently with minimal supervision.
-Addresses customer concerns in a courteous and timely manner.
-Use of relevant computer systems and a desire to learn and grow with system changes.
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.
