The Role:

Torticity is adding a Document Specialist to our Record Retrieval Team. In this role, you will be responsible for providing support for our high volume of inbound and outbound physical and digital files. The ideal candidate for this role will be able to work a hybrid schedule in our Boca Raton office location, be highly motivated, have a strong work ethic, exceptional organizational skills, possess the ability to multitask and be comfortable working in a fast-paced setting while maintaining a strict HIPAA compliant environment.

Specific Responsibilities Include:

• Prepare and assemble legal documents for mailing, ensuring compliance with all relevant regulations and standards

• Create accurate and complete postage labels for legal documents using appropriate mailing systems

• Receive, log, scan, and file physical mail and documents, ensuring accurate tracking and record-keeping

• Monitor and manage a variety of inbound digital mailroom channels including email, third-party medical record portals and our proprietary platform

• Identify, categorize, and file a high volume of documents to their respective cases in preparation for case review on a daily basis

• Effectively communicate with medical facilities to obtain the necessary information required to open and access digital files and to expedite the delivery of time-sensitive documents

• Consistently adhere to established processes and procedures

• Collaborate with the Operations teams to streamline document processing workflows

• Work as an integral member of the team in the Boca Raton office on a hybrid basis

• Partner with relevant internal teams to provide status updates and raise issues as appropriate

Experience/Skills:

• Minimum of 2+ years of experience in document processing, office administration, or a similar role preferably in legal services or a law firm

• Working knowledge of electronic health records (EHR) and HITECH and will be able to suggest and implement efficiencies and improvements while keeping updated on industry best practices a plus

• Ability to identify and process vast quantities of medical records and legal documents using cutting-edge technology and efficient processes

• Possess the ability to extract data and troubleshoot technical issues using encrypted tools, including both 32-bit and 64-bit applications

• Excellent interpersonal, customer service, verbal and written communication, and problem-solving skills

• Knowledge of law firm, healthcare, and corporate operations workflow processes preferred

• Prior experience with mass tort, and patient medical records, including medical device and pharmaceutical terminology is preferred

• Maintain a confidential, HIPAA-compliant environment

• Proficiency with Microsoft Office and Adobe Acrobat tools

• Ability to work independently and in a team environment

• Demonstrates a high level of professionalism with confidential and sensitive information

• Acute attention to detail and organizational skills

• Knowledge of the Spanish language is a plus

• Previous experience with Stamps.com systems is a plus

• Bachelor's Degree preferred

About Us:

Torticity is a growing technology-enabled provider of outsourced services for the legal industry, focused on the large and growing mass tort sector. Our Company offers a full spectrum of services designed to meet our customers’ needs and streamline their success. Our committed team strives to help those who have suffered injuries to receive fair and equitable compensation for their damages. Our team is a compassionate, diverse, group of people who are incredibly engaged and focused on our mission.

The Company offers a competitive benefits package plus a flexible PTO plan to our employees. We have a great work environment (both remote and in-person) in a fast-paced industry. We are seeking an individual who is willing and able to be flexible and take on various roles to help move the business forward.

Torticity is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law.

Job Type: Full-time permanent

Posting Date: September 2024

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Document Specialist