SHARED SERVICES VISIT NOTES MANAGER

JOB PURPOSE: The Shared Services Visit Notes Manager is responsible for overseeing the timely collection, completion, accuracy, and compliance of all clinical visit documentation within the Shared Services Department. This role ensures that visit notes meet regulatory standards and are properly downloaded and documented in Care Compass. JOB RESPONSIBILITIES: Provide overall leadership and operational oversight of the Shared Services Data Quality team, ensuring effective performance, compliance, and achievement of organizational goals. Oversee end-to-end visit note documentation processes across all disciplines (physicians, nurses, social workers, therapists, and other IDT members), ensuring accuracy, completeness, and timeliness submission. Monitor daily Visit Notes reports, dashboards, and KPI metrics to track documentation status, identify gaps, and ensure timely resolution of missing or incomplete records. Perform routine quality assurance activities, including audits of documentation, calls, and Care Compass data to ensure the uploaded documents are following established standards. Generate and analyze operational and compliance reports, including trends, error tracking, root cause analysis, and performance metrics, providing actionable recommendations to leadership. Act as the primary liaison between Shared Services and Provider Relations, as well as other internal departments (e.g., HR, Call Center leadership, Quality, Compliance, IT) to address documentation issues, escalations, and workflow inefficiencies. Collaborate with interdisciplinary teams (IDT) and internal stakeholders to resolve documentation discrepancies and improve care coordination workflows. Manage escalated cases, grievances, complaints, disputes, and replacement requests, ensuring timely investigation, resolution, and appropriate documentation. Obtain and validate required information from internal and external stakeholders to ensure resolution of issues within established compliance timelines. Support audit readiness by maintaining accurate documentation records, preparing reports, and responding to internal and external audit requests. Provide coaching, training, and ongoing development for staff, including reinforcement of policies, procedures, and documentation standards. Oversee delegation of assignments, workload distribution, and system-related tasks to ensure operational efficiency and team productivity. Conduct performance management activities, including monitoring staff performance, addressing errors, and implementing corrective actions when necessary. Assist Shared Services leadership with escalated call handling, operational support, and special projects as needed. Drive continuous process improvement initiatives in collaboration with Quality, Compliance, and IT teams to enhance documentation workflows and system functionality. Maintain team productivity, quality standards, operational efficiency and accuracy in alignment with organizational expectations. Perform other duties as assigned. Schedule: 8:30 AM – 5:30 PM Weekly Hours: 40 QUALIFICATIONS: Bachelor’s degree in business, health care management, or related field preferred. Five years’ experience in a managed care healthcare setting, preferable. Experience with Coding (ICD-10), Authorizations, Call Center setting and provider relations preferable. Experience: One - two (1-2) years’ experience in customer service, quality, and/or auditing experience. Excellent written and verbal communication skills. Ability to thrive in a fast-paced environment and meet assigned deadlines. Excellent organizational skills, accuracy, and attention to detail. Ability to operate both independently and collaboratively as required. Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. Physical Requirements Individuals must be able to sustain certain physical requirements essential to the job. This includes, but is not limited to: Standing – Duration of up to 6 hours a day. Sitting/Stationary Positions – Sedentary position in duration of up to 6-8 hours a day for consecutive hours/periods. Lifting/Push/Pull – Up to 50 pounds of equipment, baggage, supplies, and other items used in the scope of the job using OSHA guidelines, etc. Bending/Squatting – Have to be able to safely bend or squat to perform the essential functions under the scope of the job. Stairs/Steps/Walking/Climbing – Must be able to safely maneuver stairs, climb up/down, and walk to access work areas. Agility/Fine Motor Skills - Must demonstrate agility and fine motor skills to operate and activate equipment, devices, instruments, and tools to complete essential job functions (ie. typing, use of supplies, equipment, etc.) Sight/Visual Requirements – Must be able to visually read documentation, papers, orders, signs, etc., and type/write documentation, etc. with accuracy. Audio Hearing and Motor Skills (Language) Requirements – Must be able to listen attentively and document information from patients, community members, co-workers, clients, providers, etc., and intake information through audio processing with accuracy. In addition, they must be able to speak comfortably and clearly with language motor skills for customers to understand the individual. Cognitive Ability – Must be able to demonstrate good decision-making, reasonableness, cognitive ability, rational processing, and analysis to satisfy essential functions of the job. Disclaimer: Responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of the company. We are an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, height, weight, or genetic information. We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. Salary Range (Min-Max): $76,000.00 – $86,000.00 CenterLight Healthcare System currently hires employees in states where we are registered to do business. At this time we are able to consider candidates residing in the following states: Alabama California Colorado Connecticut Florida Georgia Illinois Louisiana Massachusetts New Jersey New York North Carolina Ohio Oklahoma Oregon Pennsylvania Puerto Rico South Carolina Texas Utah Virginia Wisconsin Apply To This Job