Documentation Management Specialist

Position: Documentation Management Specialist

Date Posted: July 10, 2026

Industry: Healthcare | Home Health Services | Medical Documentation

Employment Type: Full Time

Experience: Previous Experience Working with an EMR System Preferred

Qualification: High School Diploma or Equivalent

Location: Jacksonville, Florida, United States

Company: Pinnacle Home Care

Description:

Pinnacle Home Care is seeking a detail-oriented and organized Documentation Management Specialist to join its team in Jacksonville, Florida. As Florida’s largest independent Medicare-certified home health provider, Pinnacle is committed to delivering compassionate, patient-centered healthcare services and is looking for professionals who can support accurate documentation and efficient care coordination.

The successful candidate will manage referral documentation, monitor order completion, coordinate with referral partners, and ensure compliance with healthcare documentation standards. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining accuracy in a deadline-driven environment.

Key Responsibilities:

• Monitor new referrals throughout the day to ensure accuracy and confirm that Start of Care (SOC) processes are completed according to requirements.

• Review recently processed referrals to verify accuracy of attending physicians, signing physicians, facilities, and related documentation.

• Review daily end-of-day reports to ensure referral documents are complete and assignments are properly updated.

• Coordinate with Care Coordinators (CCs) to manage referral source information, physician details, facility information, and documentation workflows.

• Visit referral partner offices with Care Coordinators to strengthen relationships, understand referral processes, and manage preferred document delivery methods.

• Travel to referral partner locations to obtain required signatures for current and outstanding orders.

• Follow up with referral partners to collect missing paperwork and resolve documentation gaps.

• Review physician profiles, identify inaccuracies, and coordinate corrections when needed.

• Submit system update requests for changes related to assigned referral sources, physicians, facilities, hospitals, and other required information.

• Maintain detailed records of documentation follow-ups, actions taken, and future follow-up dates.

• Support escalation of outstanding orders by coordinating with internal teams, referral partners, and Care Coordinators.

• Participate in meetings regarding outstanding Face-to-Face (F2F) documentation, hand-carry orders, and escalation plans.

• Prepare and organize outstanding orders for Care Coordinators and assist with signature collection plans.

• Run weekly F2F and order completion reports and collaborate with teams to ensure timely completion.

• Review potential write-off accounts and assist in developing resolution plans.

• Communicate professionally with internal departments to resolve outstanding documentation issues.

• Respond promptly to inquiries and provide timely solutions to concerns or discrepancies.

• Maintain compliance with HIPAA regulations and protect confidential patient information.

Requirements:

• High school diploma or equivalent required.

• Previous experience working with an Electronic Medical Records (EMR) system.

• Excellent communication, organizational, and time management skills.

• Strong computer skills with proficiency in Microsoft Office applications.

• Advanced typing skills and ability to manage multiple software systems.

• Strong attention to detail with the ability to maintain data accuracy.

• Ability to work effectively in a deadline-driven healthcare environment.

• Ability to remain productive while handling high workloads and competing priorities.

• Strong ability to coordinate with healthcare professionals, referral partners, and internal teams.

• Strong knowledge of:

• Medical documentation processes and healthcare referral workflows.

• EMR systems, data management, and patient documentation requirements.

• HIPAA compliance and healthcare administrative procedures.