Document Operations Specialist

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 years
• Work-life balance with competitive paid time off package; including vacation, holiday, and a floating day

Who is Smart Data Solutions? 

For over 20 years, Smart Data Solutions has been partnering with leading payer organizations to provide automation and technology solutions enabling data standardization and workflow automation. The company brings a comprehensive set of turn-key services to handle all claims and claims-related information regardless of format (paper, fax, electronic), digitizing and normalizing for seamless use by payer clients. Solutions include intelligent data capture, conversion and digitization, mailroom management, comprehensive clearinghouse services and proprietary workflow offerings. SDS’ headquarters are just outside of St. Paul, MN with 300+ employees and leverages dedicated onshore and offshore resources as part of its service delivery model. The company counts over 420 healthcare organizations as clients, including a number of Blues plans, large regional health plans and leading independent TPAs, handling over 500 million transactions of varying types annually with a 98%+ customer retention rate. SDS has also invested meaningfully in automation and machine learning capabilities across its tech-enabled processes to drive scalability and greater internal operating efficiency while also improving client results.

SDS recently partnered with a leading growth-oriented investment firm, Parthenon Capital, to further accelerate expansion and product innovation.
 

Location: 

Smart Data Solutions is located in Eagan, MN. 
 

Smart Data Solutions is an equal opportunity employer. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.