Documentation Coordinator - Braselton, GA

This role can be based out of our New Britain, CT; Braselton, GA; or Camarillo, CA locations.

Job Summary:

We are seeking a detail-oriented and highly motivated Documentation Coordinator to join the Wellspect team. This role plays a critical function in ensuring all patient documentation is accurate, complete, and compliant with regulatory and payer requirements to support timely order processing and reimbursement.

The Documentation Coordinator serves as a key liaison between physician offices, field sales, and internal Care Coordinators, securing and validating required medical records, prescriptions, and supporting documentation. This role directly impacts revenue retention, compliance adherence, and patient experience by ensuring documentation meets Medicare, HIPAA, and internal quality standards.

The ideal candidate brings strong organizational skills, attention to detail, and the ability to manage multiple workstreams in a fast-paced, highly regulated environment. This is an excellent opportunity for an early-career professional interested in healthcare operations, compliance, and process excellence.

Responsibilities:

Documentation Review & Management

• Reviews incoming prescriptions (Rx), medical records, and supporting documentation for accuracy, completeness, and compliance.
• Ensures all documentation meets payer requirements, including Medicare guidelines, prior to order processing.
• Approves or denies documentation based on established criteria and clearly document outcomes.

Physician & Provider Coordination

• Acts as primary liaison with physician offices to obtain required documentation, including chart notes, prescriptions, and medical necessity support.
• Communicates professionally via fax, email, and phone to resolve documentation gaps.
• Follows up consistently to prevent delays in patient onboarding and order fulfillment.

Compliance & Quality Assurance

• Ensures all activities comply with Medicare, HIPAA, and internal policies and procedures.
• Maintains high accuracy standards to reduce billing errors and audit risk.
• Supports adherence to documentation workflows and After Call Work (ACW) expectations.

Insurance & Order Support

• Partners with Care Coordinators and billing teams to resolve documentation-related issues impacting insurance approval.
• Troubleshoots missing or incomplete documentation to facilitate timely order release.
• Supports clean claim submission by ensuring documentation integrity upfront.

Systems & Record Management

• Maintains accurate and timely documentation of all activities in systems such as Brightree and Salesforce.
• Maintains organized and up-to-date patient records and documentation status.
• Manages service tickets, work queues, and documentation tracking tools.

Customer & Internal Support

• Collaborates with Customer Care, Field Sales, and Operations teams to resolve documentation-related service issues.
• Provides clear updates and next steps to internal stakeholders.
• Supports a seamless patient experience by minimizing delays tied to documentation.

Training & Continuous Improvement

• Supports training of internal teams regarding documentation requirements and best practices.
• Identifies process gaps and recommend improvements to enhance efficiency and compliance.
• Maintains up-to-date knowledge of payer requirements and documentation standards.

Additional Duties

• Performs other responsibilities as assigned in support of team and departmental goals.

Education:

• High School diploma or equivalent required.

• Associates/Bachelor’s degree in a scientific, technical, or healthcare-related discipline preferred.
• Medical Billing skills/education a plus

Experience:

• 2+ years of experience in medical documentation, billing, health information management, or related role preferred

• Experience working in a call center environment,  medical device, medical office, or other healthcare environments is a strong plus.

Key Skills, Knowledge, and Capabilities:

• Proficient in English; strong written and verbal communication skills required.
• Excellent organizational skills and a high degree of attention to detail are fundamental to success.
• Strong comfort level with computer-based tasks, including working across multiple systems or screens simultaneously.
• Familiarity with Medicare, insurance guidelines, and healthcare regulations preferred
• Proficiency in standard office software (e.g., Microsoft Office Suite); experience with BrighTree and Salesforce highly desirable
• Able to work both independently and collaboratively in a fast-paced, team-oriented environment.
• Ability to work both independently and collaboratively in a fast-paced environment
• Occasional travel may be required (<5% annually).

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