Clinical Forms Specialist

Description

Neuroscience Group is currently looking for a full time Clinical Forms Specialist. The Clinical Forms Specialist is responsible for the accurate, timely, and compliant completion and management of medical documentation that supports patients’ access to employment protections, disability benefits, regulatory determinations, and other medically required certifications. This role serves as a centralized administrative resource to ensure clinical information is appropriately translated into formal documentation that is consistent with provider assessments, meets external stakeholder requirements, and reduces administrative burden on providers and clinical staff.

For over thirty years, Neuroscience Group has provided excellent neurologic care for the Fox Valley and Northeast Wisconsin. Ours is the only medical facility in the area that combines neurosurgery, neurology, orthopedic spine surgery, interventional and non-interventional pain management, and physical therapy. Our practice has grown to over 60 providers and serves patients in nine outlying clinics scattered throughout the region.

Our mission is to improve lives by providing the very best in brain, spine and pain care and we do that by living our company core values: compassionate care, teamwork, fiscal responsibility, continuous learning, leadership and community involvement.

• Responsible for answering phone calls, emails, faxes, MyChart messages, mailed inquiries, and EPIC messages from NSG staff, insurance companies, employers and patients.
• Returning completed forms as directed by the form or patient. (prepare for in-person pick up, outgoing mail, fax back to insurance company, law office, FMLA administrator, school, return via email/MyChart, etc.)
• Draft provider portions of forms, including diagnosis, symptoms, work status, restrictions, return-to-work dates, and frequency/duration of leave.
• Coordinate with patients, physicians, advanced practice providers, and clinical staff to clarify medical details, obtain clinical input, and confirm accuracy of documentation.
• Route documents to providers for required signatures and track completion to meet submission deadlines.
• Communicate with patients regarding form requirements, expected turnaround times, and any missing information needed to complete documentation.
• Serve as liaison with employers, insurance carriers, third-party administrators, and workers’ compensation case managers to facilitate processing of claims.
• Ensure all documentation is completed in compliance with federal and state regulations, organizational policy, and payer guidelines.
• Maintain strict confidentiality of protected health information (PHI) and adhere to HIPAA privacy and security standards.
• Document all form activity, correspondence, and status updates within Epic and Intranet Forms Tracker.
• Monitor and manage the forms work queue to prioritize requests based on urgency, regulatory timelines, and patient needs.
• Identify incomplete or conflicting clinical information and elevate to the appropriate provider or department for resolution.
• Provide status updates to clinical teams and leadership regarding volume, turnaround times, and bottlenecks.
• Support process improvement initiatives aimed at reducing provider administrative burden and improving documentation efficiency.
• Maintain knowledge of current requirements for FMLA, disability carriers, and workers’ compensation documentation standards.
• Complete and process medical documentation related to Family and Medical Leave Act (FMLA) certifications, ADA Accommodations, Return to Work forms, Social Security Insurance – Disability, short- and long-term disability applications, workers’ compensation forms, and Department of Motor Vehicles (DMV) medical evaluation and driving status documentation in accordance with regulatory and payer requirements.
• Review incoming form requests for completeness, required timelines, and appropriate authorization (e.g., HIPAA releases).
• Extract relevant clinical information from the electronic medical record (EMR) to ensure documentation is accurate and consistent with provider notes, diagnoses, treatment plans, and…