Document Specialist I

Department: Retrieval 

Reports To: Retrieval Supervisor 

Employment Type: Full-Time M-F; Non-Exempt

Location: In Office (Pensacola)

About the Role

The Document Specialist is responsible for the accurate intake, categorization, processing, and fulfillment of incoming and outgoing documentation. This role ensures that all records are properly handled, securely managed, and routed correctly to support efficient workflows across departments. Success in this role requires strong attention to detail, accuracy, and the ability to meet productivity expectations while maintaining compliance standards.

Key Responsibilities

Document Intake & Categorization

• Review and categorize incoming mail, including fax, email, and physical mail.
• Ensure documents are assigned accurately to the appropriate categories and workflows.
• Identify and redirect misrouted or unclear correspondence.

Submission Management

• Prepare and upload new document submissions into internal systems.
• Ensure all submissions are complete, accurate, and client-ready.
• Maintain quality standards to reduce rework and rejected submissions.
• Meet daily productivity and turnaround expectations while maintaining accuracy.

Fulfillment Review

• Review returned records to confirm they meet request requirements.
• Identify completed records, “no records found” responses, or incomplete submissions.
• Route discrepancies or incomplete responses for follow-up.
• Ensure fulfilled requests meet quality and client expectations.

Compliance & Accuracy

• Handle sensitive personal and medical information in accordance with HIPAA and company policies.
• Verify documents are properly labeled, saved, and uploaded.
• Minimize errors that could result in compliance issues or delays.

Qualifications & Skills

Required

• High school diploma or equivalent.
• Strong attention to detail and organizational skills.
• Ability to manage high-volume, repetitive tasks with accuracy.
• Basic computer and data entry proficiency.
• Ability to handle confidential information responsibly.

Preferred

• Experience in document processing, medical records, or administrative workflows.

What Success Looks Like

In the first 90 days, a successful Document Specialist will have:

• Consistently met accuracy and productivity expectations.
• Demonstrated strong organization and workflow management.
• Maintained compliance with HIPAA and company standards.
• Reduced errors and rework through attention to detail.
• Contributed to efficient document flow and team productivity.

Benefits

Full benefits package including health, vision, dental, retirement plan, and paid time off.