Document Indexing Specialist

The Document Indexing Specialist is a key contributor to the insurance claims process, responsible for accurately reviewing, indexing, categorizing, and routing incoming documents to maintain complete, well-organized, and easily accessible claim files. This role requires strong attention to detail, effective communication skills, and the ability to efficiently manage a high volume of administrative work. By ensuring documents are properly linked and processed in a timely manner, the Document Indexing Specialist helps support the claims team and promotes a smooth, uninterrupted workflow throughout the day.

Key Responsibilities

1. Document Intake & Data Entry

• Perform accurate data entry for various document types, including incoming faxes, physical mail and electronic files.
• Use data entry tools to extract and process information from documents with a high level of accuracy.
• Review and understand different document types, including legal documents, to ensure proper classification.
• Process high‑priority litigation‑related mail and create required notifications.

2. Document Indexing

• Accurately review, identify, classify and index incoming documents within the document processing solution.
• Recognize and apply key identifiers (such as policy number, claim number, or other reference data) to ensure documents are correctly associated and available to the necessary operational departments.
• Locate and attach documents to the correct policy, claim, or record within the Claims Management Systems (CRMs).
• Route documents to the correct queues or workstreams based on established workflows.

3. Indexing Verification & Quality Control

• Verify accurate claim associations by cross‑referencing documents in both the document processing solution and the CRMs.
• Ensure proper routing and system synchronization between platforms.
• Maintain a high level of accuracy and consistency in document categorization and indexing.

4. Workflow & Request Management

• Manage incoming requests and ensure timely processing throughout the U.S. business day.
• Complete general administrative support tasks as assigned, while meeting established deadlines and project schedules.
• Support growth of administrative capacity by learning and assisting across multiple support functions.

6. Customer Service & Communication

• Deliver high quality customer service to internal and external stakeholders by responding promptly to inquiries and requests.
• Communicate clearly, professionally, and effectively in both written and verbal interactions.
• Participate in meetings, ask clarifying questions, and contribute to group discussions as needed.

7. Additional Duties

• Perform other duties and special projects as assigned to support the claims administration team.

Skills, Knowledge and Expertise

• Strong attention to detail and accuracy in data entry.
• Ability to interpret and categorize various document types, including legal documents.
• Proficiency with document processing tools and claims management systems.
• Excellent oral and written communication skills.
• Strong customer service orientation and problem‑solving ability.
• Ability to manage multiple tasks in a fast‑paced environment.