Job Description

Statement of the Position:

The Documentation Specialist secures, reviews, and validates medical documentation required to secure insurance payer prior authorization and reimbursement for NSM clients. Operating with minimal supervision, the Documentation Specialist maintains consistent communication with physicians, therapists, and clients to resolve outstanding funding requests and ensure audit-ready compliance.

At all levels, working at National Seating & Mobility provides the opportunity to directly impact our client’s lives by giving them self-reliance and independence. Our teams are comprised of passionate individuals, dedicated to providing the best care to each client. We focus on abilities by leveraging technology and creating mobility solutions that are as unique as our client’s needs.

Duties and Responsibilities / Essential Functions:

1. Coordinates directly with medical providers to gather all necessary documentation—including progress notes, prescriptions, face-to-face examinations, letters of medical necessity, and Assistive Technology Professional (ATP) evaluations—strictly adhering to specific payer guidelines and timelines.

2. Serves as a primary liaison by maintaining regular, professional contact with non-restricted referral sources, physicians, physical/occupational therapists, ATPs, and clients to pursue missing or incomplete records.

3. Conducts rigorous reviews of incoming medical files to verify policy compliance, accurately identifies and titles each document type, and validates information before final preservation in the electronic medical record.

4. Prioritizes and drives the timely resolution of all "Funding Action Required" items to prevent delays.

Work Environment:

This role operates in a professional corporate office or an approved, secure, and HIPAA-compliant home office. The position routinely requires the use of standard digital office equipment and productivity tools.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Remaining in a stationary position at a desk for prolonged periods, with the flexibility to sit or stand.
• Constantly operating a computer, keyboard, and other standard digital office productivity tools.
• Constantly viewing a computer terminal to read, analyze, and process high volumes of information for extended periods.
• Frequently communicating and exchanging accurate information with internal stakeholders, business partners, clients, and employees.

Required Education, Experience & Competencies:

• 1-2 years experience in healthcare, Complex Rehab Technology, Medical Billing or Funding preferred.
• Knowledge of medical coding principles, including ICD-10, HCPCS, Modifiers, and NCCI edits.
• Ability to communicate clearly, effectively and professionally via phone, email and/or record keeping.
• Strong analytical skills with a precise attention to detail.
• Ability to meet deadlines independently and collaborate with remote teams.
• Prof icient in Microsoft Office (Excel, Outlook, and Word).
• High school diploma or equivalent required.

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