About the Role
The Remote Data Entry Specialist will play a critical role in maintaining accurate and up-to-date records for the organization's operations. This role is essential for ensuring the efficiency and integrity of daily workflows by handling data entry tasks, performing balance verifications, and supporting the case management process.
The Data Entry Specialist will also be responsible for proactively following up on calls and verifying information while maintaining confidentiality and complying with data handling protocols.
Position Overview
The Data Entry Specialist will work remotely and be responsible for data entry, verification, and follow-up tasks related to client cases. This position requires a high level of attention to detail, strong organizational skills, and the ability to handle sensitive information.
The role is crucial to ensuring the team can work efficiently without interruptions caused by incomplete or inaccurate data.
Key Responsibilities
1. Data Entry & Verification
- Accurately enter CPT codes from billing providers into the case management system.
- Conduct balance verifications and ensure accurate data is entered.
- Review and flag incomplete or missing client documents and communicate with relevant team members to resolve issues.
- Support the verification process for ongoing cases, ensuring all required documentation is present.
2. Follow-Up & Client Communication
- Make follow-up calls as needed to obtain missing client information or clarify document discrepancies.
- Maintain accurate records of all client communications, including calls, emails, and follow-up actions.
3. Internal Support & Organization
- Perform back-office support tasks such as organizing and labeling scanned documents.
- Assist with document management and organization.
- Collaborate with internal teams to ensure data accuracy across systems.
- Prepare form templates, immigration packet drafts, and other documents as required.
- Assist with transcription and clean-up of internal call notes to ensure clarity and completeness.
4. Continuous Improvement
- Identify and propose improvements to existing data management processes.
- Participate in ongoing training to improve knowledge of tools and internal workflows.
Qualifications
- Proficiency in Microsoft 365 (Word, Excel, Outlook) and Adobe Pro.
- Fluent English proficiency (C1–C2 level).
- Minimum of two years of data entry experience, preferably in a legal or regulated environment.
- High attention to detail with strong organizational and time management skills.
- Ability to handle confidential information securely and with discretion.
- Strong written and verbal communication skills.
Work Environment
- Fully remote role requiring a quiet, dedicated workspace.
- Reliable high-speed internet connection and a computer capable of running required software.
- Full-time schedule (8 hours per day) with flexibility to meet team needs.
Software & Tools
- Microsoft 365 (Word, Excel, Outlook)
- Adobe Pro (document and PDF management)
- Case Management System (data entry and case tracking)
- CRM or internal tracking systems
- Phone system for client follow-up calls
Performance Evaluation & Accountability
Performance will be evaluated based on:
- Accuracy of data entry (target: 98% accuracy)
- Timeliness in completing assigned tasks
- Efficiency in handling data entry, follow-ups, and internal support
- Collaboration with the legal and operations teams
Key Performance Indicators (KPIs)
- Accuracy Rate: ≥ 98%
- Timeliness: Consistent adherence to deadlines
- Efficiency: Continuous improvement of task workflows
- Team Contribution: Active collaboration and operational support
Onboarding Plan (First 60 Days)
Phase 1: Orientation & Systems Setup (Weeks 1–2)
- Familiarization with systems, tools, and case management software.
- Review of document templates and internal processes.
- Begin basic data entry tasks.
Phase 2: Task Engagement & Feedback (Weeks 3–4)
- Handle more complex data entry tasks.
- Perform balance verifications and review incomplete documents.
- Conduct client follow-up as needed.
Phase 3: Independent Operations & Review (Weeks 5–8)
- Operate independently on data entry and follow-up tasks.
- Optimize workflows and task management.
- Complete end-of-onboarding performance review.
Final Note
The Data Entry Specialist plays a crucial role in enabling the team to deliver high-quality services while maintaining an organized and accurate workflow. By managing data entry, verification, and client follow-ups, this role directly contributes to operational efficiency and successful case management.
About the Company
Our client is a well-established law firm specializing in personal injury and civil litigation, dedicated to providing high-quality, personalized legal representation to individuals who have been injured through no fault of their own.
The firm is committed to delivering exceptional client service by maintaining a client-first approach, ensuring every case receives the time, attention, and strategic focus it deserves.
Core Values
- Client-First Approach: Every client is treated with respect, compassion, and individualized attention throughout the legal process.
- Quality Over Quantity: The firm prioritizes personalized service by maintaining a manageable caseload, allowing each matter to receive dedicated attention.
- Professional Excellence: The team is committed to delivering outstanding legal services while fostering a professional, responsive, and supportive client experience.
- Trusted Legal Expertise: The organization is recognized for its deep legal knowledge and commitment to achieving the best possible outcomes for its clients.