Medical Encoder (Malate Manila)

Business Trends Philippines; Manila; On-site; PHP 201,000 - 268,000; Full time

Job summary

Business Trends Philippines in Manila is seeking a Medical Encoder responsible for accurate PEME data entry, certificate encoding, and management across digital portals and physical filing systems.

You will handle stamping, scanning, and transmittals to clients, ensuring real-time updates across systems like Tresorit, Marina Mismo Porta, and partner platforms while maintaining QA standards and timely delivery.

Qualifications

• Graduation from any Bachelor's degree.
• Strong experience with MS Office (Excel/SharePoint). Familiarity with medical records software is a plus.
• Demonstrated problem solving skills with focus on teamwork and service excellence.

Responsibilities

• Encode PEME and other certificates accurately and sort records.
• Perform document processing: print, stamp, drysealing, scan, and QA checks.
• Coordinate transmittals and updates across portals and client platforms.

Skills

Attention to detail

Data entry

Team collaboration

Communication

Education

Bachelor's degree

Tools

Excel

SharePoint

Tresorit

Medcurial

OneCare

Marina Mismo Porta

Job description

OVERALL JOB PURPOSE

The Medical Encoder is responsible for the accurate processing, encoding, and management of medical certificates and documentation. This role involves high-volume data entry, meticulous document quality control (including stamping and scanning), and coordinating transmittals between clinical teams, administrative staff, and external clients. The ideal candidate ensures that all seafarer/client medical records are updated in real-time across various digital portals and physical filing systems, ensuring 100% accurate and timely PEME certificate transmittal.

1. Data Encoding & Systems Management

Perform accurate encoding and sorting of PEME (Pre-Employment Medical Examination) and other Flag and Company certificates.

Update and maintain internal monitoring sheets.

Manage client-specific portals for document uploading and / or updating, including Crew Care Portal, Tresorit, Marina - Mismo Portal, and various shipping partner platforms (e.g., Torm, Magsaysay, Knutsen, CSM).

Rename and organize all scanned files according to company naming conventions for easy retrieval.

2. Document Processing & Quality Assurance

Perform physical document processing: printing, stamping, drysealing, scanning, and securing "wet signatures" from medical doctors.

Audit certificates for missing information (names, company details) and proactively follow up with the Admin, Lab, or regional teams (Cebu/Manila) once verified.

Printing of certificates to ensure they are ready for transmittal without delay.

3. Transmittal Process

Generate, duplicate, and rename transmittal slips for both internal and external clients.

Prepare and pack external certificates, including taking photo documentation for rider pick-ups and coordinating in-house deliveries.

Manage financial-related documentation transmittals, including AR/OR, Service Invoices, and MOAs.

Turnaround Time Standards

1. Transmittal: within 24 hours from the date of fitness
2. Flag change requests: within 24 hours from request
3. MARINA/MISMO updates: completed on the same day of transmittal

QUALIFICATIONS AND COMPETENCIES

• Graduate of any Bachelor's degree
• Strong experience with MS Office (especially Excel/SharePoint). Familiarity with medical records software, web based systems, or document management systems (Tresorit, Medcurial, OneCare, Marina Mismo Porta) is a plus.
• Demonstrated problem solving skills with focus on team motivation, process discipline, and service excellence.