Career Details
Documentation Dept Full Time Conkling St Posted on 10/22/2025
Documentation Manager
JOB SUMMARY
Coordinates all patient documentation processes to ensure insurance reimbursement
|
ESSENTIAL FUNCTIONS |
- Strict adherence to the Company policy and procedure manual including state and federal laws.
- Oversees the employees of the Documentation and Reorder Departments.
- Reviews all documentation needed to qualify patients for the equipment or supplies ordered. I.e. Rx’s, physician clinical notes, and LMN’s to submit authorization requests.
- Ensures all insurance benefits and authorization requirements are met for all patients.
- Ensure patients are still in need of their equipment and supplies, that their insurance is correct and the most recent doctor they have seen at the time a Re-order is received.
- Follows up with doctors’ offices, hospitals, and discharge staff regarding the needed paperwork to process the order until it is received and correct.
- Enforces staff to remain 1 month ahead of monthly Rx reports and within the same month for authorization reports.
- Ensures that CMN’s, RX’s and PA’s are logged and accurate
- Maintains the most current reimbursement information/guidelines.
- Runs necessary reports.
- Ensures staff is up to date on RX Tracking.
- Ensures compliance with Company policies and procedures.
- Participates in Improvement of Operational Performance (IOP) activities.
- Participates in traditional and e-learning program (VGMU).
- Works effectively with other company employees, managers, and departments.
- Performs all job functions with Company Mission, Vision, and Goal Statements in mind.< >Other Duties as assigned.
JOB REQUIREMENTS AND QUALIFICATIONS
Education, Certificate, and Licensure
High school diploma or general education degree (GED); three years industry related work experience and/or training; or equivalent combination of education and experience. No professional certificate or licensure required, although preferred.
Requirements
Must demonstrate practical knowledge of computers, software, and products applicable to the industry. Additionally, the applicant is expected to demonstrate the ability to quickly acquire knowledge of departmental program structure (Mission, Vision, and Goal Statements) and department policies and procedures. Must be able to work a flexible schedule, as needed, and have the ability to demonstrate effective time management skills while working independently with minimal supervision.
Supervisory Requirements
Must demonstrate proficient ability to directly supervise multiple employees in the Documentation Department in a manner consistent with Company policies and applicable laws. Supervisory responsibilities include interviewing, hiring, training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Language and Communication Ability
Must demonstrate proficient ability to foster professional working relationships utilizing strong interpersonal and communication skills organization-wide. Applicant must demonstrate the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations and effectively present and debate any assortment of information relevant to their area of expertise and designated responsibilities and duties with members of the Company and on behalf of the Company when appropriate. Additionally, the applicant must demonstrate the ability to write reports, business correspondence, and procedure manuals.
Physical Demands
Must demonstrate the ability to work in a standard office setting and use standard office equipment, which may include but is not limited to: computers, fax and copy machines, and other office supplies; stamina to maintain attention to detail despite interruptions; strength to lift and carry files weighing up to 10 pounds; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the phone; manual dexterity to perform job functions and stamina to frequently sit for extended periods of time. Additionally, the employee is occasionally required to walk and lift and/or move up to 50 pounds.
Reasoning Ability
Must demonstrate proficient ability to understand, interpret, and apply an extensive array of job knowledge to produce logical solutions and/or completeness of all assigned duties.
OTHER INFORMATION
Must demonstrate proficiency and productivity in a fast-paced environment with unscheduled interruptions while maintaining acceptable judgment, responsibility, and assumption for decisions, consequences, and results. Applicant must demonstrate good organization, time management, and communication skills. Occasionally an adjusted work schedule is required to accommodate company needs.
NOTICE
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.