Claims Administrative Specialist

The Doctors Company; Napa (CA); Hybrid; USD 46,436 - 60,947; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with company match

Paid vacation and holidays

Employee assistance program

Job summary

The Doctors Company is seeking an experienced Claims Administrative Specialist to support our Claims team. This hybrid role can be based in Sherman Oaks, CA or Napa, CA, and involves handling electronic claim files, documentation, and communication with members and stakeholders.

You will provide clerical, administrative, and technical support to claims staff, maintain accurate coding and file updates, and assist in data warehouse searches for claims processing and research projects.

Qualifications

• Experience in insurance or healthcare industry preferred.
• Excellent oral and written communication skills.
• Demonstrates organizational skills and attention to detail.
• Strong customer service skills and ability to work on a high performing team.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Ability to follow departmental procedures with accuracy and detail.
• Ability to prioritize workload to meet deadlines.
• Ability to handle confidential PHI in compliance with policy and regulations.

Responsibilities

• Create electronic claim files with accurate data entry after confirming coverage.
• Serve as first point of contact for members, administrators, agents, or brokers.
• Generate letters for file opening and closing to support assigned claim specialists.
• Organize medical records for the claims file and prepare them for expert review.
• Maintain compliance with company standards and guidelines across the claims process.

Skills

Insurance/healthcare experience

Oral and written communication

Organization and attention to detail

Customer service

Microsoft Word

Microsoft Excel

Microsoft Outlook

Procedural adherence

Time management

Handling PHI

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The Doctors Company is seeking an experienced Claims Administrative Specialistto support our Claims team. This is a hybrid opportunity based in Sherman Oaks, CA or Napa, CA.

The Claims Administrative Specialist is responsible for communication with members and callers to obtain necessary written documentation to create an electronic claim file. You will also provide clerical, administrative, and technical assistance to the assigned claims staff; maintain specific, timely, accurate coding and file updates to support data warehouse searches for claims processing and TDC research projects. This position supports employees, member physicians, agents, brokers, vendors, defense lawyers, administrators, and patients.

Qualifications

• Experience in insurance or healthcare industry preferred
• Excellent oral and written communication skills
• Demonstrates organizational skills and attention to detail
• Strong customer service skills and ability to work on a high performing team
• Proficiency within Microsoft suite of products, including Word, Excel, and Outlook
• Ability to follow departmental procedures with a high degree of accuracy and detail
• Ability to prioritize workload to meet pertinent deadlines and response dates
• Ability to handle confidential personal health information in accordance with company policy and PHI rules & regulations
• Ability to support internal and external stakeholders with diverse backgrounds and personalities

Responsibilities

• Maintains a broad-based understanding of the company standards and guidelines
• Articulates the guidelines to both internal and outside customers as necessary
• Seeks to actively meet the expected standards and guidelines in all phases of their work product
• Uses appropriate judgment in applying guidelines to achieve the desired outcome
• Obtains information and necessary facts to create an electronic claim file. Accurate and timely data entry after confirming coverage under the applicable policy. Refers to designated manager for assignment and follows up.
• Serves as first point of contact when members, administrators, agents or brokers contact TDC to report a claim file. Utilize phone software during designated work time. As applicable, transfer to appropriate contact and follow‑up to obtain required information.
• Acts as primary contact for member service within their assigned region to provide best imaginable service.
• Generates all necessary letters for file opening, closing and in support of their assigned claim specialist(s).
• Orders death certificates, autopsy reports, statute checks and other public records.
• Obtains from necessary parties, signed authorizations and orders medical records.
• Organizes medical records for the claims file and prepares records for expert review.
• Follows‑up on closed files for receipt of dismissal and settlement documents.
• Performs various processing duties, such as updating computerized claims records, sending facsimiles/emails, telephone support, and servicing the insured throughout the life of the claims file.
• Completes State Reports and other forms.
• Receives and follow up on all NPDB coding requests.
• Acts as large account point person for reporting allocated and unallocated claims
• Coordinate meetings and correspondence upon request.
• Processes manual payments as needed.
• Prepares accurate settlement check requests and ensures file has Medicare designation
• Provides processing assistance for requests from other departments.
• Manages unallocated files including assignment of defense counsel and monitoring for timely closure.
• Reviews and approves legal invoices on assigned files.
• Manages allocated files with reserves below $30,000, which do not require field investigation. Varies by regional office.
• Performs other duties as assigned.

Salary Range: $46,436 - $60,947

Compensation varies based on skills, knowledge, and education. We consider factors such as specialized skills, depth of knowledge in the field, and educational background to ensure fair and competitive pay.

The Doctors Company offers competitive compensation, an incentive bonus plan, outstanding career opportunities, an exceptional work environment, and an impressive benefits package, which starts with medical, family and bereavement leave; same‑sex domestic partner benefits; short‑ and long‑term disability programs; and an employee assistance program. There's more:

• Health, dental, and vision insurance
• Health and dependent care tax‑free spending accounts with a company match
• 401(k) and Roth IRA with company match, as well as catch‑up plans for both
• Paid vacation, sick days, and personal days each calendar year (with vacation increases based on length of service)
• 12 paid holidays each calendar year
• Life and travel insurance
• Tax‑free commuter benefits
• In‑person and online learning opportunities
• Cross‑function career opportunities
• Business casual work environment
• Time off to volunteer
• Matching donations to qualifying nonprofit organizations
• Company‑sponsored participation at non‑profit events

About The Doctors Company

The Doctors Company is the nation’s largest physician‑owned medical malpractice insurer. Founded and led by physicians, we are committed to advancing, protecting, and rewarding the practice of good medicine.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.