Document Management Specialist

We are looking for a detail-oriented Document Management Specialist to support mail and imaging operations for a Long-term Contract position in Sacramento, California. In this role, you will help maintain accurate document records by reviewing scanned materials, confirming identifying information, and routing items to the appropriate internal teams. The ideal candidate brings strong document review skills, sound judgment, and a consistent approach to quality and accuracy in a fast-paced environment.

Responsibilities:

• Examine scanned incoming mail to verify clarity, completeness, and compliance with document handling standards.
• Apply correct document names and classifications using established company indexing guidelines.
• Research items that arrive without a claim reference and determine the appropriate next step for internal routing.
• Send potential new claim documentation to the designated first report group for intake and processing.
• Direct unidentifiable or incomplete documents to customer support or other internal resources for additional investigation.
• Conduct quality checks on scanned images and return documents for rescanning when image quality or claim information does not meet requirements.
• Match scanned files to the proper claim by reviewing available identifiers within the claims management system.
• Enter key document details, such as service date and document type, into the claims platform with a high degree of accuracy.
• Communicate invalid or unprocessable submissions to the appropriate sender or internal contact.
• Assist with additional operational tasks, special assignments, and project-based work as needed.
• Experience in document review, records processing, or a similar administrative support function.
• Strong attention to detail with the ability to identify inconsistencies in scanned files and claim-related information.
• Ability to review and categorize documents accurately while following established naming and indexing standards.
• Comfortable researching missing information and making informed decisions about document routing.
• Proficiency working within computer-based systems for data entry, document tracking, and record lookup.
• Effective written and verbal communication skills for coordinating with internal teams and notifying contacts of issues.
• Ability to manage repetitive tasks efficiently while maintaining quality and accuracy throughout the workday.