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ABI Document Support Services · 2 weeks ago

Order Entry Specialist I

Tampa, FL 33610

Full-time

Onsite

New Grad, Entry Level

$17.50/hr - $18/hr

Choice Legal is looking for a Data Entry Specialist to join their team. The Order Entry Specialist’s role is to process new orders and verify customer and billing information to ensure accuracy in preparing legal documents.

Financial Services

Responsibilities

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 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 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 by 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

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 sheets for correct information entered by OE Specialist in regards to all aspects of orders; ordering client information, Bill To information, court information, Opposing and Co-Defense Counsel information, facility 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

Verify the correct court venue was selected when the case resides within a county with multiple court locations

Verify that the correct office code was selected when a facility is located in another state

Manual modification of legal documents in PDF or Word format

Review and track all orders where the client needs to be contacted for clarification, unable to locate facilities, or to obtain missing information regarding their request before forwarding to the appropriate person for contacting the client

Track and correct orders where additional information is obtained or has been verified by the client to ensure proper processing of the legal documents

Track and report all new Adjusters/Attorneys that have been added in the system

Report and enter new Opposing Counsel Accounts in the system

Follow up to ensure that all orders received have been processed (import list)

Answer all incoming emails addressed to the Order Entry Department regarding updates to orders received, attachment, new client instructions, and the processing of those orders

Enter new orders online on behalf of client

Print orders off-line

Review departmental and individual errors reported

Produce the “daily noon count.”

Add additional Notice to Consumers to Civil, Trial and Federal Subpoenas, when necessary

Process Civil, Trial and Federal Subpoenas without Notice to Consumer

Revise Federal Subpoenas manually, according to location and court jurisdiction or Deposition Officer, following Rule 45 of the Federal Rule

QC Review and prepare orders which require CLIENT APPROVAL FIRST

Knowledge of legal codes: CCP; Evidence Code; Federal Rule; Labor Code; and HIPAA

Process and special local, state or federal orders

Print, sort and assemble any order type when necessary

Assist with training and/or retraining employees and visitors learning the life of a work order

Create and update department training material as needed

Access Sol-Com when information needed is not found in the system

Retrieve and forward emails regarding Waivers to designated persons

Assist with answering questions that OE Specialists might have regarding processing an order

Assist the OE Supervisor of Operations Manager with any reports, and/or projects that may be assigned

Manual modification of legal documents in PDF or Word format

Update models in software when necessary

Communicate with IT when necessary

Communicate with Customer Relations when necessary

Qualification

Data EntryTyping 45 W.P.M.Internet ResearchMedical TerminologyAnalytical SkillsProblem-SolvingCommunication SkillsTime Management

Required

High school graduate or GED equivalent

Prior work experience in data entry

Must be a qualified typist with a minimum of 45 W.P.M

Must be proficient on the internet with searching and locating information quickly

Must have good understanding of the organization's goals and objectives

Must be highly self-motivated and directed

Must have ability to adapt to changes and absorb new ideas and concepts quickly

Must have good analytical and problem-solving abilities

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

Must have some understanding of the internal processes of medical facilities and med-legal terminology

Must be able to stay focused and concentrate under normal or heavy distractions

Must be able to work well under pressure and or stressful conditions

Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time

Ability to read, analyze and interpret common correspondence and records

Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar

Ability to respond appropriately and professionally to all inquiries or complaints from customers, regulatory agencies, upper management, and/or members of the business community