Job Description

Scanning Clerk

Location: Jackson, MI Reports to: Manager of Operations FLSA Classification: Non-Exempt Full-Time or Part-Time: Full-Time Salary Range: $ 14-16/hr Starting pay varies based on location and experience, in compliance with specific state wage regulations. Competitive rates tailored to your geography and expertise.

Position Overview: The Scanning Clerk is responsible for the accurate and timely preparation, batching, scanning, indexing, quality control, validation, and management of source documents received for processing. This role ensures documents and information are properly organized, uploaded, and maintained in accordance with established company procedures, client-specific requirements, and applicable privacy and security standards. This position has access to protected health information (PHI) and is required to comply with HIPAA, company confidentiality requirements, and all applicable privacy and security policies.

Key Responsibilities:

· Prepare charge documents for scanning by removing staples, tape, and other materials that may interfere with scan quality.

· Organize and batch client charges according to established document order, client-specific requirements, and department procedures.

· Create and maintain batch tickets in the appropriate systems.

· Batch paper payments, correspondence, and other documents requiring scanning into the billing system or distribution to appropriate Coronis Health personnel.

· Maintain accurate and timely documentation in accordance with client-specific and departmental guidelines.

· Access authorized, secure hospital and client systems to retrieve patient medical records, surgery schedules, and other documentation necessary to support billing activities.

· Electronically upload charge batches through designated electronic submission tools and systems.

· Perform quality control and validation of scanned documents to ensure accuracy, completeness, readability, and appropriate placement.

· Identify and correct poor-quality or incomplete images during the quality-control process.

· Monitor scanning activity and identify and resolve, or appropriately escalate, unsuccessful or incomplete scanned batches.

· Accurately index scanned documents within applicable systems.

· Ensure required files and documents are transferred to the appropriate secure shared location or system.

· Respond promptly to rescan requests from internal teams.

· Send confirmation or receipt-of-charge notifications to clients via email, as requested.

· Maintain regular communication with the Manager of Operations regarding workload, priorities, issues, and work status.

· Handle and destroy source documents in accordance with Coronis Health's established document-retention procedures, HIPAA requirements, and applicable privacy and security standards.

· Maintain scanning equipment and department supplies and report equipment, system, or software issues promptly to the appropriate IT personnel.

· Provide coverage and operational support for other areas, including Reception, Mailroom, Print Shop, and other functions, as needed.

· Maintain the confidentiality and security of patient, client, employee, and company information.

· Perform other duties and responsibilities as assigned based on business and operational needs.

Qualifications:

· High school diploma or equivalent required.

· Two (2) or more years of experience in an administrative, medical office, front-office, document-processing, or similar role preferred.

· Experience in a medical billing, healthcare, or revenue cycle environment preferred.

· Experience working with confidential or protected health information preferred.

· Experience working in a diverse, collaborative work environment preferred.

· Intermediate proficiency with Microsoft Office applications, including Word, Excel, and Outlook, preferred.

· Experience with medical billing, scanning, imaging, or document-management systems preferred.

Competencies:

Accuracy and Attention to Detail: Maintains accuracy and completeness when preparing, scanning, indexing, and validating documents.

Organization and Time Management: Prioritizes multiple tasks, meets deadlines, and effectively manages changing workloads.

Communication: Communicates professionally and provides responsive, courteous service to internal and external customers.

Customer Service: Provides courteous, responsive, and professional service to internal and external customers and works collaboratively to support company and client needs.

Problem Solving: Identifies issues, applies sound judgment, and resolves or appropriately escalates problems.

Confidentiality and Compliance: Handles PHI and confidential information appropriately and follows HIPAA, company policies, and applicable privacy and security requirements.

Adaptability and Accountability: Takes ownership of assigned responsibilities, follows established procedures, communicates concerns proactively, and completes work with appropriate independence and minimal supervision.

Collaboration: Adjusts to changing priorities, takes ownership of responsibilities, follows established procedures, and works effectively with minimal supervision.

Additional information:

• Ability to sit, stand, walk, bend, stoop, kneel, reach, and perform other physical activities necessary to complete assigned responsibilities.
• Frequent use of hands and fingers for keyboarding, scanning, sorting, grasping, handling documents, and operating office equipment.
• Ability to read handwritten, printed, and electronic documents.
• Ability to regularly operate standard office and scanning equipment.
• Ability to lift, carry, push, or move objects weighing up to 35 pounds, with or without reasonable accommodation.
• Ability to drive as needed to perform job responsibilities, when applicable.
• Ability to perform work requiring sustained attention to detail and manage changing priorities within established deadlines.

The physical and mental requirements described above are representative of those necessary to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as needs evolve.

Coronis Health is committed to creating a diverse and inclusive environment where all employees are treated fairly and with respect. We are an equal-opportunity employer, providing equal opportunities to all applicants and employees regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic. We welcome and encourage applications from candidates of all backgrounds.

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