Operations Specialist

Job Description: Operations Specialist - Inbound Document Monitor

Position Type: Full-Time

Schedule: MT or PST Hours, Remote

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About the Role

We are seeking an Operations Specialist Inbound Document Monitor to support a growing healthcare records operation responsible for processing high volumes of sensitive medical documentation. You will be responsible for actively monitoring multiple inbound channelsincluding email inboxes, fax portals, provider websites, and secure file-transfer systemsto ensure that every document entering the organization is captured, logged, organized, and routed accurately.

This role is mission-critical: you are the first checkpoint in the medical documentation workflow. Every downstream process depends on your ability to consistently verify that files are received, properly labeled, and delivered to the correct team. The ideal candidate is extremely organized, structured, fast, and accuratesomeone who thrives in repetitive but high-stakes environments where attention to detail affects the speed and efficiency of the entire operation.

You will collaborate closely with review teams to identify missing documents, portal issues, and unusual provider systems, ensuring that workflows move smoothly and no inbound information is ever missed.

Key Responsibilities
Inbound Monitoring Across Multiple Channels

• Actively monitor email inboxes, fax dashboards, provider platforms, and secure portals for incoming documents throughout the day.
• Confirm that each required channel is checked according to a defined monitoring schedule.
• Maintain ongoing visibility into all active inbound sources.

Document Capture & File Management

• Download newly received medical records, invoices, and supporting documents promptly.
• Ensure files are correctly named, saved, and logged following internal standards.
• Prevent file duplication, mislabeling, or misplacement by adhering to strict documentation requirements.

Structured Tracking & Documentation Logs

• Maintain an accurate tracking sheet that records when each inbox, portal, or fax line was last checked.
• Ensure that no channel is ever missed by following consistent operational routines.
• Provide visibility into inbound volume trends and potential bottlenecks.

Sorting & Routing for Downstream Teams

• Categorize documents into two core workflows:
• (a) invoices
• (b) medical records
• Upload files into the correct internal system categories for processing.
• Ensure downstream teams have immediate access to newly received documents.

Cross-Team Collaboration & Issue Escalation

• Communicate with internal teams regarding missing documents, portal failures, or unresponsive provider systems.
• Report unusual or outdated provider platforms that may require special handling.
• Escalate urgent issues promptly to prevent delays in operational workflows.

What You Bring

• Strong technical proficiency navigating online portals, PDF tools, fax systems, and browser-based applications.
• Ability to process large volumes of repetitive tasks with high accuracy and consistency.
• Exceptional organizational skills, especially in structured workflows and documentation tracking.
• Detail-oriented mindsetable to catch small errors that significantly affect downstream operations.
• Ability to remain focused during repetitive tasks without losing speed or accuracy.
• Clear communication skills for providing concise updates and reporting issues.
• Experience using medical record retrieval or document-processing software is highly preferred (e.g., Datavant, ChartSwap, CIOX, MRO, Verisma, Sharecare).
• A strong adherence to SOPs and reliability in process-driven environments.

Why Work With Us

• Long-term career growth within a rapidly expanding healthcare operations function.
• Opportunity to support documentation workflows that directly impact healthcare and legal processes.
• A collaborative, structured operational environment that values precision and accountability.
• Opportunities for overtime for those seeking additional workload.

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