Insurance Document Associate

We are seeking a detail‑oriented Insurance Document Associate to join our client’s team. In this role, you will support their document operations team by managing incoming mail, preparing and indexing documents, and ensuring accurate routing and processing across multiple business units.

You will be part of a high‑performing team that handles mail and document workflows for paper, fax, and electronic submissions. This role is essential to ensuring timely, accurate movement of critical insurance and claims documents.

What You’ll Do

Mail Handling & Intake

• Open, review, acknowledge, and distribute incoming mail
• Confirm documents reach the appropriate destination, rerouting when necessary
• Follow established guidelines to identify/officially acknowledge all incoming documents
• Report required information to underwriters; escalate issues when needed
• Sort and distribute print‑outs and FedEx deliveries
• Assist with electronic document conversion

Document Preparation & Classification (30%)

• Review and classify various insurance, underwriting, and claims documents
• Identify misrouted forms and route them correctly
• Prepare documents for scanning using established standards
• Meet designated service-level agreements
• Process check handling steps, including identifying check type and routing appropriately
• Index DI benefits mail and update internal systems accordingly

Manual Indexing, Quality Assurance & Fax Processing (40%)

• Review image files for accuracy, correct classification, and completeness
• Update document type, policy numbers, and insured identifiers when needed
• Remove blank or unnecessary pages
• Handle documents the system cannot auto-classify
• Ensure legibility and request re-scans as needed
• Review underwriting and claims faxes
• Prep, classify, index, and match ID sheets for faxed documents

Scanning, Support Services & Testing (15%)

• Perform accurate scanning using the appropriate scan paths
• Conduct routine scanner cleaning and troubleshooting
• Re-scan documents as requested
• Research unidentifiable mail and resolve missing policy or claim numbers
• Handle original document requests
• Participate in audits or testing during system enhancements

Miscellaneous Duties (15%)

• Ship and maintain documents for Records Center
• Process DI Benefits and post-approval pouch mail
• Respond to requests for original documents and re-scans
• Perform LAN monitoring
• Complete other duties as assigned by leadership

What You Bring

• High school diploma or equivalent
• 1–2 years of prior mail handling or customer service experience
• Strong organizational skills and the ability to prioritize under tight deadlines
• High accuracy and strong attention to detail
• Ability to work effectively in a fast-paced environment
• Basic PC proficiency
• Ability to work independently while following established procedures
• Strong collaboration and team orientation
• Ability to handle confidential information appropriately
• Comfort navigating multiple computer systems
• Ability to lift 15–20 lbs regularly
• Must meet fingerprinting requirements (non‑registered role)

Work Environment

You’ll be joining a team of 15 employees who work collaboratively to scan, index, and process incoming documents from various sources. The role is fully onsite in Franklin, WI.