Healthcare Data Entry Scribe

About Us:
We are a fast-growing software company in the United States focused on senior care (healthcare). Our software helps clients digitize operations, elevate care, and simplify billing and reporting. As we onboard more clients, we need a reliable, experienced, and detail-oriented data scribe to transfor ---------- mber records from PDFs into an Excel template we can import into our system.

Role Overview:
You’ll handle a critical piece of our onboarding process by turning member data stored in Dropbox into clean, validated Excel files. Much of the data will be scanned PDFs; some will be exported from other software. Accuracy, security, and Health Insurance Portability and Accountability Act (HIPAA) compliance are non-negotiable. You must be willing to sign a Business Associate Agreement (BAA).

This is a part-time, long-term role. We will train you on our templates and naming conventions; we want to work with one consistent person going forward.

What You’ll Do:
– Download and organize client files from Dropbox using our standard folder structure.
– Review member records (PDFs/exports) and enter data into our Excel template (we’ll provide).
– Verify required fields (e.g., member demographics, contacts, IDs, payor/benefit details) are present; flag gaps.
– Perform careful data validation: duplicates, formatting, phone/email formats, date standards (MM/DD/YYYY), code lookups.
– Where possible, apply OCR or copy-paste to reduce manual typing (while preserving accuracy).
– Track progress and status; follow checklists and standard operating procedures.
– Maintain chain-of-custody and follow our data retention and access rules.

Success Looks Like:
Accuracy: <0.5% error rate.
Throughput: Target 30–60 members/hour depending on source file quality (scanned vs. exported).
Service Level Agreement: Meet per-center turnaround goals agreed at assignment start.
Compliance: 100?herence to HIPAA, BAA, and our security protocol.

Must-Have Qualifications:
– Healthcare data entry experience (EHR/EMR, medical records, insurance/billing, or similar).
– Comfortable handling personal health information (PHI) and willing to sign a BAA and NDA.
– Excellent English comprehension and written communication.
– Advanced Experience with Excel: data validation, basic formulas, text cleanup, splitting/merging, filters.
– Strong PDF skills (Adobe Acrobat) and familiarity with OCR workflows.
– High attention to detail; you enjoy precise, repetitive work done right.
– Reliable internet, private workspace (no public Wi-Fi), and a modern computer.

Bonus Qualifications:
– Experience with United States Medicaid waiver benefits, member “face sheet” fields, or long-term care settings.
– Familiarity with Dropbox.
– Prior work with adult day care, home care, or home health businesses in the United States.

Tools We Use:
– Dropbox (file intake) – Excel (templates) – Notion (task tracking) – Slack (communications) – Loom (SOP videos)

Schedule & Compensation:
Part-time: start ~15–20 hrs/week, with potential to scale based on volume.
Time zone: Flexible hours.
Start: As soon as possible (pipeline is active).
Pay: USD $750–$1,000/month. Performance bonuses available for accuracy and on-time delivery.

Security & Compliance (Important):
– You must sign a BAA before receiving any PHI.
– Use only an approved device with password protection and updated antivirus.
– No public/shared computers or public Wi-Fi. VPN is a plus.
– Store files only in assigned Dropbox and follow our retention rules. No local copies after handoff.

How to Apply (follow these steps exactly):
– Email/OLJ message subject line: Seniorverse Data Scribe
– At the top of your message, include 3 sentences:
1. Why this role fits your skills
2. One example of similar healthcare data work you’ve done
3. Confirmation you will sign a BAA + NDA

We look forward to reviewing all applications.

Thank you,

Chris