Patient Documentation Specialist (Hybrid)

Patient Documentation Specialist

Location: Midlothian, Virginia | Hybrid
Reports to: Patient Services Supervisor
Classification: Nonexempt

Accessia Health is a nonprofit organization dedicated to supporting individuals living with rare and chronic medical conditions. We operate in a highly regulated healthcare environment and are committed to operational excellence, compliance, and mission-driven service.

Position Summary

The Patient Documentation Specialist reviews, processes, and maintains documentation supporting patient eligibility, payment assistance, and program participation. This role helps patients and providers navigate documentation requirements through secure messaging, live chat, and written correspondence while ensuring accurate, timely processing.

The position primarily supports documentation and written communication. Employees may be cross-trained to provide temporary support for other Patient Services functions based on operational needs.

This position does not supervise staff and follows a hybrid schedule, working onsite Tuesday through Thursday and remotely on Monday and Friday.

Essential Functions

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Review and process documentation related to patient eligibility, payment assistance, program participation, and audit requirements.

• Identify missing, incomplete, expired, or inconsistent documentation and initiate outreach to obtain necessary information.

• Respond to secure messages, web-based inquiries, live chat, and other designated electronic communications within established service standards.

• Monitor documentation-related communication queues and ensure timely follow-up and resolution.

• Prepare and distribute correspondence regarding eligibility verification, documentation requests, payment assistance, and program requirements.

• Communicate professionally with patients, providers, authorized representatives, and internal teams regarding documentation and administrative matters.

• Collaborate with Finance, Compliance, Clinical, and Patient Services teams to resolve discrepancies and support accurate processing.

• Maintain accurate records and protect sensitive information in accordance with organizational policies, confidentiality standards, and applicable requirements.

• Identify recurring issues and share opportunities to improve documentation quality and processing efficiency.

• Participate in training, quality assurance activities, and cross-training; provide additional operational support as assigned.

Minimum Qualifications

• High school diploma or equivalent.

• Strong written and verbal communication skills.

• Strong attention to detail and ability to review information accurately and thoroughly.

• Ability to maintain confidentiality and appropriately handle sensitive information.

• Strong organizational and time management skills, including the ability to manage multiple priorities and meet deadlines.

• Effective problem-solving skills and ability to follow established policies and procedures.

• Proficiency with Microsoft Office applications and electronic systems.

• Ability to work independently, collaborate with a team, and adapt to changing priorities and technology.

Preferred Qualifications:

• Associate degree or related education.

• At least one year of experience in healthcare administration, customer service, claims processing, document review, patient services, or a related administrative environment.

Employment Requirements

• Must reside in the Commonwealth of Virginia at the time of hire and throughout employment.

• Must be able to meet the position's onsite work requirements.

• Must be authorized to work in the United States.

• No employment visa sponsorship is available for this position.

Compensation & Benefits

Compensation is commensurate with experience and internal equity considerations. This position is nonexempt and eligible for overtime pay.

Accessia Health offers a comprehensive benefits package, which may include:

• Medical, dental, and vision coverage

• Employer-paid life and disability insurance

• 401(k) retirement plan with employer contributions, subject to plan terms and eligibility requirements

• Paid time off and holidays

Benefits are provided in accordance with plan documents and eligibility requirements.

Accessia Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, or any other status protected under applicable law.