Job Description: Detail Oriented Documentation Specialist

Position Summary
We’re looking for a detail‑oriented and customer‑focused Documentation Specialist to join our team! In this role, you’ll help ensure all regulated medical records documentation meets HCFA, MCC, and JCAHO guidelines. You’ll be responsible for receiving, reviewing, and processing back‑end documentation so billing is accurate and submitted on time.

You’ll work closely with the Business/Facilities Manager and act as an important liaison between physician offices and our agency—helping resolve issues, track outstanding documentation, and support smooth, compliant records processes.

EPIC experience a plus!

What You’ll Do

• Ensure all medical records documentation is completed accurately and submitted according to regulatory requirements.
• Enter data into billing software and verify accuracy of client accounts.
• Troubleshoot system issues and prepare documentation for resolution when needed.
• Generate and process billing reports weekly, ensuring timely and clean billing.
• Partner with Intake and other teams to improve processes and maintain the integrity of client accounts.
• Provide monthly billing/accounts receivable updates to the Business/Facilities Manager.
• Help train new billing coordinators as needed.
• Serve as the primary contact between physician offices and our agency regarding required documentation—this may include occasional travel to doctors’ offices and referral sources.
• Track outstanding orders and manage related documentation, mailings, and follow‑ups.
• Participate in billing‑related meetings and conference calls with THHS.
• Maintain current knowledge of applicable laws, regulations, and internal policies—including the Trinity Health Integrity Program and Code of Ethics.
• Support continuous quality improvement and contribute to a positive, team‑focused work environment.
• Adapt to changing priorities and maintain accuracy while working with multiple deadlines.

What You Bring

• A commitment to living out the mission, vision, and values of Trinity Health.
• High school diploma or GED required; college business coursework or an Associate Degree preferred.
• 1–2 years of experience in a medical records office setting preferred.
• Strong analytical, organizational, and general business office skills.
• Proficiency with microcomputer systems and billing software.
• Ability to prioritize multiple tasks and meet strict deadlines with a high degree of accuracy.
• Strong interpersonal and communication skills.
• Self‑direction, motivation, and the ability to work well under pressure.
• Commitment to ethical behavior, compliance standards, and continuous learning.

Physical & Work Environment Expectations

• Frequent sitting and walking.
• Occasional bending, stooping, twisting, and lifting of light office supplies.
• Ability to handle detailed tasks with frequent interruptions.
• Flexibility to travel to TH/THHS worksites, physician offices, and referral sources as needed.
• Patience, tact, and strong relationship‑building skills.
• Maintaining a safe working environment in accordance with organizational policies.