RMO Document Preparation & Classification Specialist

RMO Document Preparation & Classification Specialist

DataBank IMX is a growing, thriving company on a mission to create remarkable business solutions for our customers through better data and process automation. As North America's leading end-to-end business process solution provider, our 600+ employees across 36 states are the heart of our success - incredibly dedicated and passionate about data analysis, problem-solving, cloud computing, AI, and the future of technology. Our people are committed to our customers in everything that we do. That is the DataBank difference.

We are looking for an RMO Document Preparation & Classification Specialist responsible for preparing, reviewing, organizing, and accurately classifying incoming paper documents received via mail and courier within Regional Mailroom Operations. This position serves as a critical quality-control point between physical document receipt and downstream scanning and digital processing. The Specialist ensures mailed documents are properly opened, prepared, separated, classified, and routed so they can be processed efficiently through scanning, OCR, automated classification, data extraction, and client-specific workflows.

The ideal candidate is detail-oriented, comfortable working in a high-volume production environment, and able to consistently follow documented procedures while identifying documents that require exception handling or additional review.

The RMO Document Preparation & Classification Specialist ensures that every paper document entering the RMO workflow is prepared correctly, classified accurately, and routed to the appropriate downstream process the first time.

Success in this role directly supports scanning accuracy, document-processing quality, automation effectiveness, turnaround-time performance, and overall client service quality.

This job is a full-time, permanent, fully benefited position and we are seeing new team members to join the following shift:

• Monday-Friday 8am to 4:30pm

This position will be based out of our Huntingdon Valley Data Management Services Location at:

458 Pike Road

Huntingdon Valley, PA

Responsibilities

Essential Duties and Responsibilities

Document Preparation

• Receive and prepare incoming paper documents received through USPS, FedEx, UPS, and other approved courier or mail channels.
• Open, sort, organize, and prepare physical mail for scanning and digital processing.
• Remove staples, paper clips, bindings, sticky notes, and other materials that may interfere with scanning.
• Repair or appropriately prepare damaged, folded, torn, or irregular documents for imaging.
• Identify document boundaries and properly separate individual documents, claims, correspondence, medical records, and supporting documentation.
• Maintain the correct sequence and association of multi-page documents.
• Identify blank pages, duplicates, separator sheets, and other non-record material according to established procedures.
• Prepare batches according to client, document type, priority, workflow, or other established processing rules.

Document Classification

• Review paper documents and determine the appropriate document type or classification using established classification guidelines.
• Identify and distinguish between claims, medical records, correspondence, supporting documentation, explanation-of-benefits documentation, clinical records, and other client-defined document categories.
• Correctly classify documents before scanning or downstream processing.
• Identify documents that cannot be confidently classified and route them to the designated exception process.
• Ensure supporting documents remain associated with the appropriate primary document or transaction.

Quality Control

• Verify that documents are complete, legible, correctly oriented, and ready for scanning.
• Confirm that pages have been properly separated and associated with the correct document.
• Identify missing pages, duplicate pages, damaged documents, incorrect sequencing, or other document preparation issues.
• Perform quality checks according to established production and accuracy standards.
• Correct errors when possible and escalate unresolved issues according to standard operating procedures.
• Maintain high levels of accuracy while meeting established productivity requirements.

Workflow & Exception Management

• Monitor assigned work queues and process document batches according to established priorities and service-level requirements.
• Identify documents requiring manual review or exception handling.
• Route unmatched, incomplete, questionable, or non-standard documents to the appropriate exception queue.
• Document exception reasons clearly and consistently.
• Work with supervisors, quality teams, and downstream processing teams to resolve document-related issues.
• Reprocess corrected documents when necessary.

Security & Compliance

• Handle confidential and sensitive information in accordance with company policies, client requirements, and applicable privacy and security standards.
• Maintain the confidentiality of protected health information (PHI), personally identifiable information (PII), and other sensitive client information.
• Follow all established chain-of-custody, document retention, and secure-destruction procedures.
• Maintain a clean and secure work area and immediately report potential security or compliance issues.

Performance Expectations

Performance will be measured against established operational standards, which may include:

• Document preparation accuracy
• Document classification accuracy
• Pages/documents processed per hour
• Quality-control accuracy
• Exception and rework rates
• Batch completion and turnaround time
• Attendance and schedule adherence
• Compliance with security and handling procedures
• Employees are expected to balance quality, productivity, and consistency, with accuracy taking priority when classification or document integrity is uncertain.

Qualifications

Required Qualifications

• High school diploma or GED required.
• Strong attention to detail and ability to identify differences between similar document types.
• Ability to follow detailed written procedures and client-specific work instructions.
• Basic computer skills and ability to work within document imaging, workflow, or data-entry applications.
• Ability to perform repetitive tasks accurately in a production-oriented environment.
• Strong organizational and time-management skills.
• Ability to work independently while contributing to team production goals.
• Ability to recognize exceptions and escalate issues rather than making unsupported assumptions.
• Dependable attendance and ability to meet established work schedules.

Preferred Qualifications

• Previous experience in document imaging, mailroom operations, records management, healthcare claims, medical records, data entry, or business process outsourcing (BPO).
• Experience preparing and classifying medical, insurance, claims, or financial documents.
• Familiarity with high-volume scanning, OCR, intelligent document processing, or document management systems.
• Experience working with production metrics, quality standards, and service-level agreements.
• General understanding of healthcare documents such as CMS-1500/HCFA, UB-04, EOBs, medical records, and provider correspondence is a plus.

Knowledge, Skills & Abilities

Successful candidates should demonstrate:

• Exceptional attention to detail
• Visual document recognition and classification skills
• Accuracy and consistency
• Ability to learn multiple document types
• Ability to follow standardized processes
• Sound judgment when identifying exceptions
• Basic problem-solving skills
• Production and deadline awareness
• Teamwork and communication skills
• Commitment to confidentiality and information security

Physical / Work Environment Requirements

• Extended periods of sitting or standing.
• Frequent use of computers, scanners, and document-processing equipment.
• Repetitive handling and preparation of paper documents.
• Lifting and moving mail trays, boxes, or document batches up to 40 pounds.
• Working in a secure production environment with restricted access to personal devices or materials.
• Occasional overtime or adjusted schedules based on client volumes and operational requirements.

INFORMATION SECURITY REQUIREMENTS DISCLAIMER:

At DataBank, information security is a top priority. It is the responsibility of