Records Collection Specialist II

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. 

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