[Hiring] Documentation Specialist @SonderMind

Role Description

As a Documentation Specialist, you will serve as the operational backbone of our clinical compliance and provider support workflows. In this role, you will be directly responsible for managing clinical information flow, conducting daily chart audits, and partnering closely with behavioral health providers (therapists and psychiatric nurse practitioners) to ensure all required documentation meets strict payer and regulatory compliance standards.

This is a fast-paced, highly detail-oriented administrative role where you will manage active caseloads across multiple Electronic Health Record (EHR) and payer portal systems. You will act as the go-to subject matter expert for clinicians on documentation timelines, safety plan execution, and chart completion, directly protecting patient care continuity and billing revenue integrity.

This a full-time opportunity, and the schedule is Monday-Friday, 9:00am-5:30pm PST (10:00am–6:30pm MST / 11:00am-7:30pm CST /12:00pm–8:30pm EST).

What you’ll do

• Session Note & Record Management: Accurately download initial evaluation notes, clinical reviews, and treatment plans from external payer portals and upload/attach them into our EHR system, ensuring seamless and error-free record integration.
• Outstanding Documentation Tracking & Compliance Enforcement: Daily monitor, audit, and follow up on outstanding clinical documentation across assigned provider caseloads to ensure strict adherence to non-negotiable compliance requirements.
• Provider Partnership & Communication: Serve as the dedicated point of contact for clinicians regarding documentation procedures, template orientation, chart addendums, and clinical review workflows, providing prompt, professional, and supportive guidance via email and internal messaging.
• Documentation Log Maintenance & Quality Assurance: Maintain meticulous, real-time tracking logs of all documentation statuses, upholding data integrity and strict HIPAA compliance at all times.
• New Provider Onboarding Support: Assist leadership with clinical onboarding by guiding newly hired clinicians through documentation expectations, EHR charting workflows, and compliance milestones during their initial ramp-up.
• Payer & Administrative Liaison: Coordinate documentation exchanges between clinicians and insurance liaisons to resolve chart discrepancies and fulfill audit requests.
• Workflow Optimization & Trend Reporting: Track recurring charting bottlenecks or non-compliance trends, providing actionable feedback to operations leadership to streamline daily workflows and enhance team efficiency.
• Other responsibilities and ad-hoc projects from time to time based on business needs.

What does success look like?

• 30 Days: Master navigation across InSync and Lucet; successfully manage daily note transfers and understand payer-specific compliance SLAs and documentation triggers.
• 60 Days: Independently manage a standard caseload of 25–30 assigned clinicians; establish positive communication rhythms with providers and resolve daily chart exceptions with minimal oversight.
• 90 Days: Fully autonomous across all documentation logs; consistently meet daily turnaround targets and assist with initial chart audits for new provider cohorts.
• Continued Success:
  • Proactive Auditing: Proactively identify documentation gaps before they reach billing or audit escalation.
  • Collaborative Relationships: Maintain trusted, collaborative relationships with clinicians that foster high compliance and rapid turnaround times.
  • Operational Reliability: Serve as a reliable operational anchor capable of assisting teammates during peak volume or coverage transitions.

How Performance Is Measured

• SLA Compliance Rates: % of intakes audited/completed within 24 hours and safety plans documented same-day across assigned providers.
• Log Accuracy & Timeliness: Real-time accuracy and completion of daily documentation logs and addendum tracking sheets.
• Provider Responsiveness: Timeliness and quality of support provided to clinicians regarding documentation inquiries and chart amendments.
• Billing Continuity: Minimizing locked encounters or billing claim delays attributable to missing clinical notes.

Qualifications

• 1–2+ years of administrative, care coordination, or operational experience in a healthcare or behavioral health setting.
• Strong working knowledge of clinical documentation standards, medical records management, and strict adherence to HIPAA regulations (preferred).
• Proven proficiency navigating Electronic Health Record (EHR) platforms and administrative tracking systems (experience with Google Workspace, Microsoft Excel, and web-based portals).
• Excellent written and verbal communication skills with the ability to convey compliance requirements to clinicians in a warm, collaborative, and professional manner.
• High attention to detail with the ability to prioritize a high daily volume of tasks, manage competing deadlines, and maintain focus in a fully remote environment.

Benefits

• The hourly rate for this role is $21.64 per hour and is non-negotiable.
• A generous PTO policy, with a minimum of three weeks off per year.
• A holiday schedule that follows standard U.S. holidays.
• Free therapy coverage benefits to ensure employees have access to the care they need (must be enrolled in a qualifying medical plan to participate).
• Competitive Medical, Dental, and Vision coverage, with plans to meet every need — including HSA (with $1,100 company contribution) and FSA options.
• Employer-paid short-term disability, long-term disability, life & AD&D, plus coverage of the salary difference for up to seven weeks of short-term disability leave (after the required waiting period).
• Eight weeks of paid Parental Leave; if the parent also qualifies for STD, this benefit is in addition, allowing for 8–16 weeks of paid leave.
• 401(k) retirement plan with 100% match on up to 4% of base salary, immediately vested.
• Join teammates from across the country at our annual company gathering.
• Company shutdown between Christmas and New Year’s.
• Supplemental life insurance, pet insurance, commuter benefits, and more.