Document Operations Specialist

Smart Data Solutions; Eagan (MN); On-site; USD 36,000 - 56,000; Full time

Benefits offered by this job

Health insurance

401(k) with company match

Job summary

Smart Data Solutions in Minnesota is seeking a Document Operations Specialist to support a high-volume Operations team. The role involves careful document handling, sorting, batching, and quality control to ensure accurate processing for scanning and archiving.

You will follow HI-Trust standards, protect PHI, and operate scanning equipment as needed. The position requires independence, strong organizational skills, and the ability to lift up to 45 pounds.

Qualifications

• Strong organizational skills and attention to detail.
• Manages time effectively and is dependable.
• Communicates effectively.
• Computer literacy.

Responsibilities

• Document processing and quality control of documents.
• Opening, sorting, batching and quality control of documents in a timely manner.
• Preparing documents for scanning and verifying batch cover sheets.
• Maintain confidentiality of PHI and comply with company policies.
• Operate scanner equipment and input batch data accurately.
• Meet service levels for assigned work and client criteria.

Job description

Document Operations Specialist - Full-Time

Smart Data Solutions, a leading provider of data management, claim routing, and workflow solutions for health plans and TPAs is growing! We are looking for Document Processing Specialists to support our high‑volume Operations team. In this role, you'll help ensure the accurate, secure handling of critical healthcare documents that keep our clients processes moving.

You’ll love this role if you enjoy working independently, staying organized, and keeping a steady, productive workflow. If checking tasks off your list, following clear processes, and paying close attention to detail feels rewarding, you’ll be a great fit.

What you’ll be doing?

• Document Processing
• Opening, sorting, batching and quality control of documents in a timely manner
• Preparing, verifying, and counting documents for scanning in a timely manner
• Preparing documents for scanning by unfolding/uncreasing, taping, removing rubber bands, or unstapling documents in a timely manner
• Fixing tears and making copies of documents, if needed
• Following proper sorting method with appropriate cover sheets as trained
• Ensuring Hi-Trust certification requirements are met, including but not limited to working on one client at a time, ensuring unprocessed mail is put back on P.O. Box shelf, ensuring processed mail is distributed to the scanning stations, and adhering to Smart Data Solutions Acceptable Use Policy
• Properly identifying P.O. Box, client name, and patient name on documents and ensuring mail is processed correctly according to client criteria
• Processing incoming mail based on customer required instructions
• Ensuring assigned work is completed to align with customer service level agreements
• Ensuring that all PHI is kept confidential and complying with all company policies and procedures
• Complying with the Acceptable Use Policy which includes but is not limited to always displaying your SDS-issued photo ID while in the building
• Scanning when business need arises
• Performing Scanner Operating duties and responsibilities as articulated below when business needs arise
• Maintaining acceptable levels of productivity to align with performance standards
• Performing all tasks assigned with great attention to detail and in a timely manner
• Must have ability to lift 45 pounds
• Must be able to remain in a stationary position for 50% of the time
• The duties set forth above are essential job functions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
• Scanner Operating:Scanning, archiving,and quality control of documents, including paper and film
• Inputting appropriate data onto scanner computer screen, such as batch cover sheet information, by manipulating a mouse and typing on a keyboard
• Feeding documents through a scanner in a timely manner
• Keeping provided scanner logs up to date (i.e. storage box logs and company checklist log)
• Troubleshooting and correcting basic technical errors of the scanning machine(s) as they occur
• Operating and cleaning the scanner machines, including any new scanner machines introduced, pursuant to training provided
• Ensuring batches are scanned and placed into appropriate storage box
• Document processing (as described above) when business need arises
• Prioritizing rescan batches when they arrive
• Verifying batches are accurate before committing such batches
• Performing other basic office duties as assigned
• Performing all tasks assigned with great attention to detail and in a timely manner
• Ensuring that all PHI is kept confidential and complying with all company policies and procedures
• Ensuring daily assigned work is completed to align with customer service level agreements
• Complying with the Acceptable Use Policy which includes but is not limited to always displaying your SDS-issued photo ID while in the building
• Maintaining acceptable levels of productivity to align with performance standards
• Must have ability to lift 45 pounds
• Must be able to remain in a stationary position for 50% of the time
• The duties set forth above are essential job functions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

What we’re looking for?

• Required skills:
• Strong organizational skills and attention to detail
• Manages time effectively and is dependable
• Communicates effectively
• Computer literacy
• Ability to perform other basic office duties as assigned
• Schedule : We are currently hiring for full-time daytime & evening shifts.

Why this is the company for you?

Top Benefits & Perks:

• A company culture that is authentic and values forward thinking, collaboration, and fairness! We work hard for our customers and have fun along the way!
• A professional development and growth-oriented workplace
• Generous benefits including, health insurance, short-term, long-term disability and an employee referral program
• 401(k) with a company match to provide a better future in your retirement