Clinical Documentation Specialist (Remote)

Job Description

Job Description

Company Description

Lingraphica is a mission-driven organization that provides speech-generating devices to help improve communication, speech, and quality of life for people with communication impairments. We look for candidates who enjoy working in a fast-paced, goal-oriented environment, and who share our commitment to helping individuals on their communication journey.

Purpose : The Clinical Documentation Specialist, part of the Operations team, is responsible for obtaining all clinical and client paperwork needed to complete the sale and secure the funding of a Speech Generating Device. The role requires consistent communication with Speech Language Pathologists, Clients, Care Providers, and Prescribers. The ideal candidate will have experience with collecting and reviewing medical documentation, customer service, HIPAA (Health Insurance Portability and Accountability), and electronic paperwork filing.

Essential Duties & Responsibilities

• Guides Speech Language Pathologists (SLPs) and trains them in using Lingraphica’s Smart Paperwork Portal
• Assists and provides ongoing guidance and support to SLPs during the paperwork process via email, phone, video conferencing and other communication modalities
• Guides Care Partners and trains them in using Lingraphica's Self Service User Portal
• Drives forward movement within the post-trial pipeline, proactively removing barriers and ensuring timely progression
• Actively monitors pending paperwork to prevent sales delays bottlenecks, escalating when necessary to remain on track
• Obtains medical records and prescriptions from Prescribers
• Audits the completed documentation for thorough and accurate information in compliance with medical necessity guidelines to avoid insurance denials that could negatively impact sales output
• Maintains accuracy of client records within CRM (HubSpot) in alignment with internal processes
• Develops and maintains relationships with SLPs; leverages relationship-building techniques with medical professionals/prescribers to ensure cases stay on track
• Establishes rapport and trust with customers (persons with communication challenges {PWCCs} and care providers); obtains information necessary to ensure a successful sale
• Communicates benefits, eligibility and coverage information for Durable Medical Equipment clearly
• Maintains diligent organization of documents using Adobe and internal software tools
• Fully understands the trial procedures and Lingraphica’s products to address questions and concerns and keep the process moving smoothly
• Accurately and timely documents activities and correspondence using company’s internal software tools
• Collaborates closely with Sales & Operations teams to ensure alignment, smooth handoffs, and issue resolution across the customer journey
• Contributes on special projects, as needed, as well as other duties as assigned
• Tracks individual performance metrics tied to pipeline velocity, turnaround times, conversion rates, and sales goals to adhere to KPIs
• Demonstrates urgency and ownership in supporting the end-to-end sales process, recognizing timely documentation submission and customer satisfaction as key drivers of revenue

Knowledge, Skills & Abilities:

• Proficient in English with strong written and verbal communication skills, required
• Excellent customer service skills and professionalism
• Highly organized
• Ability to interpret medical documentation and determine its adequacy for insurance approval and reimbursement purposes
• Strong critical thinking and problem-solving skills
• Effective written and verbal communication skills
• Ability to effectively handle multiple and shifting priorities
• Proficiency and comfortability in making and answering numerous phone calls throughout the workday
• Ability to support cross-functional teams and the ability to understand and translate business issues into actionable solutions
• Ability to take on new challenges and work outside of one’s comfort zone
• Ability to resolve issues in a professional and timely manner
• A team player with overall company goals in mind
• Ability to maintain proper, courteous, and helpful telephone etiquette
• Ability to demonstrate sense of urgency and willingness to go above and beyond to complete tasks
• Ability to comfortably interface with various users across the organization

Education & Experience

• High School Diploma, required.
• Associate’s or Bachelor’s Degree, preferred
• 1-2 years’ experience in customer service or within the healthcare industry
• Experience with Adobe, Microsoft Suite, HubSpot (or other CRM), cloud-based phone systems, video meetings (such as Zoom), & instant messaging systems (such as Slack), preferred.

Work Environment & Physical Demands 

The incumbent works remotely from their home and is expected to maintain a safe, productive work environment with secure internet access.  The ability to operate a computer with or without reasonable accommodation is required.   

Travel 

Travel is required for the annual company meeting and team off-site, within the continental United States, approximately twice per year.

Accommodations 

To perform this job successfully, an individual must be able to perform each essential duty and physical demand satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or abilities and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Lingraphica and Pay Transparency

At Lingraphica, we are committed to fair and equitable compensation practices. The starting salary range for this position is $50,000 and $53,000 per year. Placement in the starting pay is based on factors such as experience, skills, education, and internal equity. We regularly review our compensation structures to ensure they align with industry standards, promote fairness, and support career growth. In addition to competitive base pay, we offer a comprehensive benefits package and a commitment to fostering an inclusive and supportive workplace. We encourage open conversations about compensation and are dedicated to maintaining transparency throughout the hiring process.

• Paid Time Off (sick, personal, and vacation)
• Paid Company Holidays
• 401(k) Retirement Plan and Contribution
• Medical/Dental/Vision benefits with FSA, HSA, & Dependent care options
• Employer Paid Life Insurance
• Voluntary benefits such as Short- and Long-Term Disability, Critical Illness, Hospital Indemnity and AD & D insurance
• Stipends for health and wellness, home office setup and professional development
• Paid Family Leave
• Annual bonus program
• Annual merit increases
• Year-Round Flex Friday’s
• Discounts on travel, entertainment, home/pet/car insurance

To learn more about Lingraphica, visit: To learn more about our benefits offerings, click here!

This Organization Participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Este empleador participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE. UU.