Document Procurement Specialist - On Site

Documentation Procurement Specialist

Position Summary

The Document Procurement Specialist is responsible for obtaining, tracking, and validating all required medical documentation necessary to ensure compliance with Medicare and other insurance carrier requirements for orthotics and orthopedic footwear coverage. This position serves as a liaison between patients, physicians, and internal departments to ensure all clinical documentation—such as prescriptions, prior authorizations, chart notes, and supporting medical records—is received in full, accurate, and timely fashion.

Key Responsibilities

• Contact physicians’ offices, clinics, and patients to request missing or incomplete medical documentation required for coverage approval.
• Follow up on outstanding documentation, maintaining consistent and professional communication until all necessary paperwork is received.
• Verify that all physician documentation meets Medicare and insurance policy criteria (e.g., medical necessity, detailed written orders, prior authorization forms).
• Review received documents for completeness, accuracy, and compliance with regulatory requirements.

Patient and Provider Communication

• Communicate clearly with patients regarding needed forms, signatures, or additional medical information.
• Build and maintain professional relationships with physician offices and support staff to facilitate faster documentation turnaround.

Administrative Duties

• Accurately record and track documentation activity in the internal system such as a documentation tracker.
• Maintain confidentiality of protected health information (PHI) in compliance with HIPAA regulations.
• Collaborate with team members to ensure timely completion of all documentation required before order fulfillment.

Qualifications:

Education & Experience

• High school diploma or equivalent required; associate degree preferred.
• 1–3 years of experience in medical documentation, insurance verification, or DME billing preferred.
• Experience working with Medicare and/or Medicaid, is strongly preferred.

Skills & Competencies

• Strong verbal and written communication skills.
• Excellent follow-up and time-management abilities.
• Working knowledge of insurance and medical terminology.
• High attention to detail and accuracy in reviewing clinical documentation.
• Proficiency in Microsoft Office and familiarity with DME management procedures.

Physical Demands & Work Environment

• Standard office environment with frequent computer and phone use.
• Must be able to sit for extended periods and manage multiple tasks in a fast-paced setting.

Core Competencies

• Accountability: Takes ownership of follow-ups and documentation outcomes.
• Compliance Mindset: Adheres to all Medicare and HIPAA regulations.
• Customer Service: Maintains professionalism in all provider and patient communications.
• Organization: Manages multiple requests and tracks documents efficiently.

EEO Statement

Anodyne is an Equal Employment Opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person