Document Specialist

• Administer document management guidelines and provide governance over document control standards.
• Create document and drawing review sessions in Bluebeam through Forma for formal reviews and Concurrent Design Reviews (CDR).
• Invite discipline reviewers, set review periods and comment deadlines, and follow up on outstanding reviews.
• Compile reviewer comments into the Comment Compilation Log and issue consolidated comments via formal transmittal.
• Maintain logs of documents in review, assigned reviewers, and comment deadlines across active projects.
• Support project kickoffs by creating placeholders in Forma for deliverables, document numbers, and folder locations.
• Develop and launch new project sites in Forma with standard folder structures and access provisioning.
• Assemble Procurement packages and verify documents are at their current registered revision before issuance.
• Prepare weekly progress reports and monthly milestone/action-item updates.
• Log new and updated documents in Forma and provide scheduled status reports.
• Coordinate with internal project teams to track assignments, tasks, and updates.
• Evaluate document progress, flag problem areas, and recommend corrective action.
• Support project change management processes, procedures, and systems.
• Maintain Forma system access, including permission audits, user setup, and access removal.
• Provide first-line technical support for Forma and Bluebeam, escalating platform issues as needed.
• Support creation and maintenance of Document Control SOPs, forms, templates, and guidelines.
• Integrate Forma with Google Drive/Workspace and other internal systems.
• Perform other document control tasks as assigned.

Document Control Specialist

• Provide guidance and training on document control processes to Project Management Team members
• Maintain document repositories, including ProjectWise, client PMIS systems, and hardcopy files, ensuring correct filing and compliance with business, legal, and regulatory requirements
• Perform quality reviews to verify documents follow established document control conventions, processes, and data structure requirements
• Support project staff with project closeout documentation
• Manage final and published documents as project records
• Maintain the Project Document Control Plan and provide guidance and training to project team members
• Support end users with document filing in electronic systems
• Perform document loading functions for project teams
• Manage and control document processes and project logs
• Address questions and issues from end users
• Facilitate the design review process

• Operate computerized scanning equipment to image claim documents, emails, and faxes
• Research, index, and route documents and digital photos to proper queues
• File and maintain electronic and physical documents
• Handle archival retention and destruction following Records Retention guidelines
• Manage urgent mailbox requests, client inquiries, and check refund requests
• Research lockbox transactions and document reasons for returned checks
• Reconcile cleared checks and monthly reports
• Open, sort, prepare, and batch incoming mail by product and priority
• Prepare outgoing correspondence and mass mailings
• Deliver and distribute letters, parcels, and packages across departments
• Record data in mail control logs
• Assist with special projects and business needs as assigned
• Provide backup support for manual processes

Document Processing Specialist

• Perform quality assurance checks on Medicare and Medicaid investigation and audit file documentation
• Ensure information adequacy and product quality meets or exceeds client expectations
• Ensure documents comply with federal regulations and internal quality control practices
• Work closely with investigators and administrative action personnel to provide complete, quality products
• Complete document requests timely and efficiently, independently and as part of a team
• Prioritize multiple document types and requests daily
• Verify Protective Health Information (PHI) and Personally Identifiable Information (PII)
• Review document content and communicate with requestors regarding questions or required rework
• Handle priority requests according to CMS guidelines and metrics
• Maintain confidentiality and comply with health privacy laws, rules, and regulations
• Report workload status and activity
• Review document creation and revisions and verify correct versions before distribution
• Approve finished products, return documents for rework, and confirm rework
• Document review results through reports and logs
• Participate in and support internal and external audits
• Update job knowledge through educational opportunities

• Examine and analyze documents for accuracy, compliance, and relevance in legal or regulatory contexts
• Review large volumes of emails, contracts, financial records, and discovery materials for relevance, privilege, confidentiality, and compliance
• Prepare and maintain document databases, tracking systems, and metadata
• Assist in preparing legal briefs, discovery requests, and depositions by organizing and summarizing relevant information
• Identify and redact sensitive or privileged information
• Compile detailed reports summarizing findings, recommendations, and identified issues
• Liaise with legal teams, compliance officers, and other departments to clarify requirements, retrieve missing documents, and resolve discrepancies
• Use e-discovery software to filter, search, and categorize documents using search terms
• Perform other duties and responsibilities as needed
• Work without supervisory responsibilities
• Frequently sit, talk, or hear; occasionally stand, walk, reach, stoop, kneel, crouch, and use hands to handle objects

Document Review Specialist

• Onboard Microsoft Word documents into the Quinn platform and prepare files for production
• Run document cleanup processes, apply style tagging, and validate formatting accuracy
• Generate, review, and troubleshoot document proofs to identify and resolve formatting or production issues
• Support clients with document edits, platform questions, and issue resolution
• Participate in document set-up, optimization, and ongoing maintenance activities
• Collaborate with Customer Success, Production Design, Proxy, and other cross-functional teams to deliver exceptional client service
• Participate in User Acceptance Testing (UAT) for platform enhancements and new releases
• Document processes and contribute to continuous improvement initiatives across the Document Services team

• Review and facilitate provider requests for processing and scheduling of patient orders, testing and referrals
• Follow up and resolve outstanding tests, orders and referrals to assure timely and accurate scheduling, processing and availability of results for providers
• Communicate with patients, staff, and outside facilities via telephone, mail, patient portal, and other methods
• Manage outstanding tasks in an organized manner
• Complete work functions timely and efficiently
• Follow up with patients and facilities regarding urgent patient needs and continuity of timely patient care
• Identify and report unmet urgent patient needs
• Follow up with providers and/or practice manager on outstanding documents preventing processing of tests, orders, or referrals
• Respond to patient and provider needs and process requests accurately and promptly
• Link documents accurately and promptly to patient charts for provider information
• Work closely with the clinic medical director, physicians, nurses, care manager, medical records, and other providers
• Perform other duties as assigned