Digital Records Quality Specialist

SUMMARY:

The primary responsibility of this position is secure intake, preparation, scanning, quality control, tracking, and handling of physical and electronic documents in compliance with client requirements, regulatory standards, and internal operating procedures. This role may support imaging operations, warehouse service bureau activities, professional services file moves, and onsite project leadership depending on assignment and experience level.

Essential Duties and Responsibilities include the following:

Document Intake & Preparation

• Receive physical and electronic documents from mailroom, clients, or internal departments.
• Verify intake documentation, batch sheets, manifests, and transmittal forms.
• Count, reconcile, and log document quantities, sources, dates, and tracking information.
• Identify document types, priorities, sensitivity levels, and special handling requirements.
• Secure documents in designated intake and staging areas.
• Remove staples, clips, sticky notes, and repair or prepare documents for scanning.
• Arrange documents in correct order and insert separator sheets, barcodes, or control forms.
• Escalate discrepancies, damaged materials, or missing documents per escalation procedures.

Scanning & Imaging Operations

• Prepare and operate scanning equipment in accordance with imaging standards.
• Select appropriate scanner profiles (DPI, color mode, simplex/duplex).
• Scan documents while monitoring for jams, double-feeds, or image defects.
• Perform rescans and exception handling as required.
• Maintain batch integrity throughout the scanning process.
• Save and transmit scanned images to designated system queues.

Quality Control & Data Validation

• Perform quality control reviews on scanned images and indexed data.
• Validate image resolution, color mode, orientation, contrast, and completeness.
• Identify missing, duplicated, merged, or out-of-order pages.
• Verify index fields, metadata accuracy, document types, and parent-child relationships.
• Validate OCR confidence thresholds and compare OCR output to source images.
• Assign defect codes, flag rescans, and document exceptions.
• Record QC metrics and maintain audit logs in accordance with compliance standards.

Warehouse & Inventory Services (as assigned)

• Receive, inspect, inventory, label, and track document boxes and containers.
• Assign project IDs, container IDs, and physical storage locations.
• Maintain chain-of-custody and prevent cross-project commingling.
• Update tracking systems and reconcile inventory movement in real time.
• Support document retrieval, storage, retention, and destruction processes.
• Conduct periodic inventory audits and resolve discrepancies.

Professional Services & Client File Moves (as assigned)

• Support onsite document file moves and client projects.
• Box, label, inventory, and transport documents following approved standards.
• Maintain original document order and chain-of-custody documentation.
• Obtain client sign-offs and escalate incidents or discrepancies immediately.

Team Leadership & Project Support (as assigned)

• Assist or lead onsite imaging teams and daily production activities.
• Assign tasks, balance workloads, and monitor productivity and quality.
• Perform spot checks and identify recurring errors or training needs.
• Communicate status updates, risks, and issues to clients and management.
• Ensure secure handling of documents and equipment at all times.

Other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Share and demonstrate Patterson Pope’s core values.
• High school diploma or equivalent required.
• Prior warehouse, inventory control, or chain-of-custody experience a plus.
• Must have a valid Driver's License and pass a Department of Motor Vehicle record check.
• Leadership or onsite project coordination experience a plus.
• Prior experience in document imaging, records management, scanning, or data processing preferred.
• Knowledge of regulatory environments (HIPAA, SOX, GLBA, GDPR, FERPA).
• Experience with high-volume scanning equipment and OCR technology preferred.
• Medical records knowledge preferred.
• Extensive Lockbox Servicing experience strongly preferred.
• Mailroom experience preferred.
• Ability to travel for project-based work a plus.
• Must be able to learn and maintain knowledge of multiple data entry projects at once.
• Must have strong attention to detail.
• Efficiently meet hourly data entry goals.
• Ability to Ten Key required.
• Working knowledge of word processing and computers.
• Must have excellent communication skills, including a willingness to communicate directly with customers and staff.
• Ability to drive a vehicle to and from client locations as needed.
• Ability to work remotely at client locations with or without supervision as needed.
• Ability to work alone and with others.

Education/Experience

One year certificate from college or technical school. Associate’s Degree (A.A.) or equivalent from two-year college or technical school preferred; or equivalent combination of education and experience.

Language Ability

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, and manufacturer specifications. Ability to write reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Math Ability

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software and Database software. Ability to Ten Key.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. While performing the duties of this Job, the employee is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to climb or balance. The employee is occasionally required to stand; walk and stoop, kneel, or crouch. 

Benefits:

Medical Insurance

Dental Insurance

Vision Insurance

Company-paid Life and Accidental Death & Dismemberment Insurance

Option to buy Additional Life Insurance coverage for yourself and your dependents

Short Term Disability Insurance

Long Term Disability Insurance

Flexible Spending Accounts (FSA)

Employee Assistance Program (EAP)

401k

Paid Time Off

Paid holidays

ESOP

We are an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are a drug-free workplace. Patterson Pope is a Federal Contractor.