Clinical Documentation Specialist (Bilingual English/Spanish)

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 is a member of the Operations team and is responsible for obtaining all necessary clinical and client paperwork required to secure 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 guidance and support to SLPs during the paperwork process via email, phone or video conferencing
• Obtains recommendation paperwork from the Speech Language Pathologist (SLP) and Client Authorization forms in a timely manner
• Obtains medical records and prescriptions from Prescribers
• Audits the completed documentation for thorough and accurate information in adherence to medical necessity guidelines
• Maintains accuracy of client records within CRM (HubSpot) in alignment with internal processes
• Develops and maintains relationships with SLPs; develops rapport with medical professionals/prescribers
• 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 trial activities and correspondence using company’s internal software tools
• Follows sales process for successful handoffs of deals to other teams
• Contributes on special projects, as needed, as well as other duties as assigned

Knowledge, Skills & Abilities:

• Proficient in English and Spanish 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
• Proficient in English and Spanish with strong written and verbal communication skills, required
• 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 

Incumbent works from home and is expected to maintain a safe, productive work environment with secure internet access. Must be able to operate a computer with or without a reasonable accommodation.  

Travel

Travel to home office for annual company meetings and other events approximately 2 times 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 for this position is $50,000 and $53,000 per year. We also provide a $3,000 bilingual differential. 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 (for full time employees) 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.