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Job Description
Document Indexing Specialist
Department: Administration
Employment Type: Permanent - Full Time
Location: Pune
Description
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.