Scanning Clerk

Non-Exempt

Title: 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.

• 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 elevate, 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.

• 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.

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…