Data Entry Specialist

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Job description

Overview:
Attention all Legal Assistants and Paralegals or other legal administrative professionals! Choice Legal is looking for a Data Entry Specialist (internally called an Order Entry Specialist) to join the team.

This person will be working onsite in our Tampa, FL office Monday - Friday from 8am-4pm or 9am-5pm EST.

The Order Entry (OE) Specialist's role is to process new orders. The OE Specialist verifies that the ordering customer information, and billing information that the client provided is correct. Court information, subject information, Opposing Counsel(s) and if applicable Co-Defense Counsel(s) information is also verified, as well as, addresses for facilities using various internet search engines. Each OE Specialist shall review their own orders for accuracy prior to giving it to the QC person for final review and print out QC sheet(s) for QC Review. The primary objective of the OE position is to establish correct information in preparing legal documents to be sent to all appropriate parties, including the Ordering Customer, Opposing Counsel(s) and/or Co-Defense Counsel(s), and Facilities, as well as a correct invoice to the billing party.

Responsibilities:
Essential Functions - All

Establish correct information in regard to all aspects of orders: Ordering client information, Bill To information, court information, Opposing and Co-Defense Counsel information, facility(ies) information, patient/subject information, and assign appropriate order date, and deposition date to each order depending on order type and client reference.

"Set-up order" and assign the corresponding database codes for the Customer, Billing/Carrier, pending court, all Counsels listed, and facilities.

Perform internet research as needed to locate working telephone/facsimile numbers or a physical address for appropriate contact person(s) for Opposing Counsel and/or Co-Defense Counsel, and Business Entities.

Enter order into the system in a timely manner, as defined by the Department Supervisor or Manager.

Enter status into the ABI computer system documenting employee's name, date, indicating when order was "set up and entered"; apply 24-hour Confirmation for Client; and status that order has been sent to review.

Clearly communicate (flagging orders) to print/sort any and all special client requirements to ensure that orders are processed in accordance to the client's special preferences and/or standard procedures.

Report daily productivity numbers to the manager/supervisor by maintaining documentation for all orders processed using the Order Entry Daily Log.

Follow any local, state of federal rules, regulations or laws as it pertains to the order.

Other duties as assigned by manager.

Marginal Functions

Identify orders that cannot be processed without additional information, documentation, or clarification, and flag the order accordingly.

Maintain client, court and facility databases as required.

Assist with department clerical work and/or any other duties as indicated by the supervisor/manager.

Verify/Review each order using the QC sheet(s) for correct information entered by OE Specialist I in regards to all aspects of orders; ordering client information, Bill To information, court information, Opposing and Co-Defense Counsel information, facility(ies) information, patient/subject information, order date, and deposition date.

Determine when an order has corrections to be made and return it to the individual who entered the order for any corrections and/or questions. Enter the appropriate status in the system that the order has been "reviewed"; and that the order has been sent to print.

"Set-up", "enter" and "QC/Review" special client requirements/instructions.

Ensure all necessary legal documents, internal forms or client attachments are included with the order.

Qualifications:
Educational and/or Experience Requirements

High School Diploma or equivalent required. Some college desirable but not required.

Prior work experience in data entry. Preferred work experience in a medical, legal, or insurance claims office.

Skills and Abilities

Typing proficiency, preferred level of at least 45 wpm accuracy, no errors.

Good English grammar, including word structure.

Proficiency on the internet with searching and locating information quickly.

Good understanding of the organization's goals and objectives.

Highly self-motivated and directed.

Ability to adapt to changes and absorb new ideas and concepts quickly.

Good analytical and problem-solving abilities.

Ability to effectively prioritize and execute tasks in a high-pressure environment.

Good telephone etiquette, written, interpersonal and organizational skills.

Has some understanding of the internal processes of medical facilities and med-legal terminology.

WHO WE ARE

Choice Legal is a successful, growing, medical records retrieval company in the Tampa Bay area. We work closely with attorneys to obtain records for legal purposes.

Choice Legal is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age or any other status protected under local, state or federal laws.

Choice Legal offers a fast-paced team atmosphere with competitive benefits (medical, vision, dental), paid time off, and 401k.

Equal Opportunity Employer - Minorities/Females/Disabled/Veterans

Choice Legal offers a fast-paced team atmosphere with competitive benefits (medical, vision, dental), paid time off, and 401k.

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