The Document Indexing Specialist is a key contributor to the insurance claims process, responsible for accurately reviewing, indexing, categorizing, and routing incoming documents to maintain complete, well-organized, and easily accessible claim files. This role requires strong attention to detail, effective communication skills, and the ability to efficiently manage a high volume of administrative work. By ensuring documents are properly linked and processed in a timely manner, the Document Indexing Specialist helps support the claims team and promotes a smooth, uninterrupted workflow throughout the day.
1. Document Intake & Data Entry
- Perform accurate data entry for various document types, including incoming faxes, physical mail and electronic files.
- Use data entry tools to extract and process information from documents with a high level of accuracy.
- Review and understand different document types, including legal documents, to ensure proper classification.
- Process high‑priority litigation‑related mail and create required notifications.
2. Document Indexing
- Accurately review, identify, classify and index incoming documents within the document processing solution.
- Recognize and apply key identifiers (such as policy number, claim number, or other reference data) to ensure documents are correctly associated and available to the necessary operational departments.
- Locate and attach documents to the correct policy, claim, or record within the Claims Management Systems (CRMs).
- Route documents to the correct queues or workstreams based on established workflows.
3. Indexing Verification & Quality Control
- Verify accurate claim associations by cross‑referencing documents in both the document processing solution and the CRMs.
- Ensure proper routing and system synchronization between platforms.
- Maintain a high level of accuracy and consistency in document categorization and indexing.
4. Workflow & Request Management
- Manage incoming requests and ensure timely processing throughout the U.S. business day.
- Complete general administrative support tasks as assigned, while meeting established deadlines and project schedules.
- Support growth of administrative capacity by learning and assisting across multiple support functions.
6. Customer Service & Communication
- Deliver high quality customer service to internal and external stakeholders by responding promptly to inquiries and requests.
- Communicate clearly, professionally, and effectively in both written and verbal interactions.
- Participate in meetings, ask clarifying questions, and contribute to group discussions as needed.
7. Additional Duties
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Perform other duties and special projects as assigned to support the claims administration team.
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Strong attention to detail and accuracy in data entry.
- Ability to interpret and categorize various document types, including legal documents.
- Proficiency with document processing tools and claims management systems.
- Excellent oral and written communication skills.
- Strong customer service orientation and problem‑solving ability.
- Ability to manage multiple tasks in a fast‑paced environment.
We are a specialist professional services and technology firm, working in partnership with leading insurance, highly regulated and global businesses.
We help our clients to manage risk, operate their core business processes, transform and grow. We deliver professional services and technology solutions across the risk and insurance value chain, including excellence in claims, underwriting, distribution, regulation & risk, customer experience, human capital, digital transformation & change management.
Our global team of more than 8,000 professionals operate across ten countries, including the UK & the U.S. Over the past ten years Davies has grown its annual revenues more than 20-fold, investing heavily in research & development, innovation & automation, colleague development, and client service. Today the group serves more than 1,500 insurance, financial services, public sector, and other highly regulated clients.
