Documentation Specialist

• Work from home in a hybrid role with minimal local travel to referral partner offices.
• Develop relationships with referral partners, learn each account’s referral patterns, and determine preferred delivery methods.
• Update and manage delivery methods as necessary.
• Travel regularly to referral partner offices to obtain signatures for current or outstanding orders.
• Obtain outstanding paperwork when a CC is no longer working within the agency or branch.
• Monitor, research, and correct physician information on profile pages.
• Submit Smartsheet requests for changes to assigned referral sources and other information requiring updates.
• Document daily work performed to obtain current or outstanding orders, including date, action, and follow-up date.
• Follow up on the previous week’s activity.
• Assist with order escalations by working with the home office, referral partners, and CCs.
• Participate in meetings regarding outstanding F2F, hand-carry orders, escalations, and plans to obtain missing documents.
• Print and prepare orders for each CC and discuss weekly signature-obtainment plans.
• Send outstanding orders, F2F, and hand-carry orders to CCs for signature collection during referral-source visits.
• Run weekly F2F and orders reports and work with CCs to complete orders within 14 days or according to the patient’s case.
• Review potential write-off accounts with RDS and determine resolution or write-off submission plans.
• Communicate professionally with all departments to resolve outstanding orders.
• Respond promptly to inquiries and resolve concerns or discrepancies.
• Comply with HIPAA regulations on all accounts.

Documentation Specialist – Health Care

• Develop, review and maintain procedures for Banking Centers and Client Services
• Collaborate with department managers, supervisors, subject matter experts and key employees to document procedures
• Document steps and requirements according to Bank policy and regulatory requirements
• Organize and maintain the company-wide Procedures library
• Present procedures to management and department heads for approval
• Manage, analyze, research, develop, compose and edit procedures
• Develop and follow standards and processes for Procedures documentation
• Serve as the go-to person for Procedures documentation standards, formats and content
• Manage procedure lifecycles from request tracking through publication and periodic review
• Provide timely communications on procedure status
• Initiate and manage meetings with subject matter experts to create and revise procedures
• Revise and update procedures and recommend process improvements
• Review proposed changes and identify affected procedures
• Facilitate agreement across multiple lines of business on process flows and workflows
• Communicate new procedures and updates to applicable business units
• Maintain an organized archive of procedure changes
• Provide documentation to auditors when directed by Management
• Consult with Legal, Compliance, Human Resources and Enterprise Risk on regulatory compliance
• Partner with Training to help employees understand and implement required changes
• Prioritize requests related to regulatory changes, audit findings and client impacts
• Maintain and manage incoming requests in a centralized reporting location
• Lead monthly Procedures Task Force meetings and distribute agendas and minutes

Technical Documentation Specialist

• Work from home with minimal local travel to referral partner offices
• Develop relationships with referral partners and learn each account’s referral patterns and preferred delivery methods
• Update and manage document delivery methods
• Travel regularly to referral partner offices to obtain signatures for current or outstanding orders
• Obtain outstanding paperwork when a care coordinator is no longer working within the agency or branch
• Verify and correct physician information on profile pages
• Submit Smartsheet updates for referral-source assignments and other information changes
• Document daily work performed to obtain orders, including dates, actions, and follow-up dates
• Follow up on the previous week’s activity
• Assist with order escalations involving the home office, referral partners, and care coordinators
• Participate in meetings regarding outstanding F2F, hand-carry orders, escalations, and missing-document plans
• Print and prepare orders for each care coordinator and plan weekly signature collection
• Send outstanding orders and related documents to care coordinators visiting referral-source offices
• Run weekly F2F and orders reports and help ensure completion within 14 days or according to the patient’s case
• Review potential write-off accounts with RDS and determine resolution or write-off submission plans
• Communicate with departments to resolve outstanding orders
• Respond promptly to inquiries and resolve concerns or discrepancies

• Support validation protocol, report, and technical document preparation, compilation, editing, maintenance, and filing
• Draft and edit quality system compliant documentation such as SOPs, batch records, and work instructions for lab-related processes
• Track batch records and checklists produced during IVD clinical validations and ensure compliance
• Maintain appropriate filing systems
• Review documentation for consistency and compliance
• Help oversee implementation of new documentation and version control
• Serve as a point of contact for documentation retrieval
• Aid in preparation for internal and external audits
• Manage multiple sources of information for documentation purposes
• Continuously improve IVD and LDT development documentation and processes
• Work closely with Technical and Development Scientists, technologists, Quality, and Regulatory professionals
• Support the molecular R&D group in drafting documentation for regulatory submissions

R&D Assay Documentation Specialist

• Support electronic Trial Master File (eTMF) setup, maintenance, and closeout in accordance with WEP Clinical processes, sponsor requirements, and applicable regulations
• Collaborate with internal project teams to ensure timely retrieval, filing, and availability of essential documents
• Maintain systems and tools used to evaluate, track, and transmit TMF documents
• Conduct detailed quality checks and content reviews of eTMF documents, including required paper originals
• Generate and provide TMF metrics and content reports to project management teams and leadership
• Scan or coordinate scanning, label, upload, and appropriately file documents for traceability and accessibility
• Ensure adherence to privacy, security, and document retention standards
• Support TMF archival activities and long-term document storage strategies after project closeout
• Assist with internal and external TMF audits for compliance with SOPs, policies, FDA, and ICH GCP guidelines
• Maintain study status trackers and other project documentation tools
• Label, sort, categorize, and retrieve documents
• Assist with training staff on documentation practices
• Perform proofreading and administrative tasks as needed

• Work from home with weekly onsite office visits in the Polk County area
• Conduct minimal local travel to referral partner offices
• Develop relationships with referral partners and learn each account’s referral patterns and preferred delivery methods
• Update and manage delivery methods
• Travel regularly to referral partner offices to obtain signatures for current or outstanding orders
• Obtain outstanding paperwork when a clinical coordinator is no longer working within the agency or branch
• Verify, research, and correct physician information in profiles
• Submit Smartsheet requests for changes to assigned referral sources and other information requiring updates
• Document daily work performed to obtain current or outstanding orders, including dates, actions, and follow-up dates
• Follow up on the previous week’s activity
• Assist with order escalations in coordination with the home office, referral partners, and clinical coordinators
• Participate in meetings regarding outstanding F2F, hand-carry orders, escalations, missing documents, and action plans
• Print and prepare orders for clinical coordinators and plan weekly signature collection
• Send outstanding orders, F2F, and hand-carry orders to clinical coordinators during referral-source visits
• Run weekly F2F and orders reports and ensure orders are completed within 14 days or according to the patient’s case
• Review potential write-off accounts with RDS and determine resolution or write-off submission plans
• Communicate with departments to resolve outstanding orders
• Respond promptly to inquiries and resolve concerns or discrepancies

• Monitor the queue and follow up on MRO requests for donor documentation needed to determine final test result types
• Contact physicians, dentists, pharmacists, emergency rooms, and other healthcare professionals to verify prescriptions, medications, or request approved medical-record releases
• Monitor status, answer calls, return messages, and follow up until information is secured and documentation is complete
• Enter documentation into the MRO computer system and update the queue to verify completed results
• Alert the MRO about unusual findings and discrepancies
• Determine whether medication or information provided matches the MRO request
• Evaluate whether medication or information is metabolically correct as a potential explanation for a positive test result
• Release verified negative test results and defer remaining positive tests to the MRO
• Maintain familiarity with medical procedures, drug-testing processes, and drug classes
• Maintain strict confidentiality and a positive, professional demeanor while interacting with clients and business partners
• Perform other related duties as assigned

• Work from home with minimal local travel to referral partner offices
• Develop relationships with referral partners and learn account referral patterns
• Determine and update preferred delivery methods
• Travel regularly to referral partner offices to obtain signatures for current or outstanding orders
• Obtain outstanding paperwork when a CC is no longer working within the agency or branch
• Monitor, research, and correct physician profile information
• Submit Smartsheet updates for assigned referral sources and other information changes
• Document daily work performed to obtain current or outstanding orders and follow up on prior activity
• Assist with escalation of orders with the home office, referral partners, and CCs
• Participate in meetings about outstanding F2F, hand-carry orders, escalations, and missing-document plans
• Print and prepare orders for each CC and develop weekly signature-acquisition plans
• Send outstanding orders and related documents to CCs for referral-source visits
• Run weekly F2F and orders reports and ensure orders are completed within 14 days or according to the patient’s case
• Review potential write-off accounts with RDS and determine resolution or write-off submission plans
• Communicate with departments to resolve outstanding orders
• Respond promptly to inquiries and resolve concerns or discrepancies
• Comply with HIPAA regulations on all accounts

Documentation Management Specialist

• Create, compile, and produce Manufacturing Record Books (MRBs), Supplier MRBs, User Manuals (USMs), and Declarations of Conformity (DoCs)
• Review MRBs and USMs for accuracy and provide corrective feedback
• Use the engineering document database system to create, compile, and produce engineering USMs for customer equipment
• Communicate with internal departments and vendors to correct traceability and retrieve missing documentation
• Transmit electronic USM and MRB copies and print hard copies as required by customer contracts
• Provide basic training to new employees on department processes, work instructions, and compiling/reviewing documentation
• Generate equipment genealogy reports to confirm BOMs of component assemblies
• Review manufacturing documentation availability and verify traceability before equipment shipment
• Ensure warehouse picklist and work-order traceability matches the ERP system
• Maintain accurate schedules for assigned orders and meet deadlines
• Communicate with third-party companies regarding review, follow-up, and certification of Manufacturing Record Books

• Review, analyze, and validate clinical documentation to ensure payer compliance and billing readiness
• Collect and manage patient eligibility documents, including prescriptions, CMNs/LMNs, clinical notes, labs, and prior authorizations
• Resolve pending revenue by reconciling documentation with outstanding charges
• Request and track prior authorizations, including coordination with state Medicaid programs
• Identify documentation trends or recurring issues and proactively escalate and educate internal teams and provider offices
• Ensure compliance with Medicare, Medicaid, HIPAA, and private insurance regulations
• Generate and manage electronic documentation requests to physicians and insurance companies
• Communicate with physician offices and payers to obtain missing or incomplete documentation
• Collaborate with AdaptHealth sales, support, and customer service teams to support timely billing
• Maintain and update physician databases to ensure accurate communication and document delivery
• Serve as backup support for customer service inquiries as needed
• Meet productivity, quality, and attendance standards while contributing to a team-focused, continuous improvement culture
• Perform all other duties as assigned