Senior Data Extraction Specialist

About the role

The Senior Data Extraction Specialist is responsible for reviewing clinical documentation and accurately extracting and translating pertinent clinical findings into structured data within the InCircle application. This role directly supports the integrity, accuracy, and timeliness of data inputs that drive clinical review workflows and downstream operational processes.

Responsibilities

• Clinical Data Extraction & Entry: Review and interpret clinical documentation to identify and extract relevant clinical findings in accordance with established guidelines and data standards. Accurately translate extracted information into structured data fields within the InCircle application, ensuring completeness, consistency, and adherence to defined protocols. Apply knowledge of medical terminology, treatment history, and clinical indicators to support precise and reliable data capture.
• Maintain a high degree of accuracy, attention to detail, and consistency across all data entry and documentation activities.
• Workflow Coordination & Tracking: Monitor and track the status of physician reviews to support timely completion and operational continuity. Proactively follow up on outstanding items in alignment with established timelines and service expectations. Identify, document, and escalate discrepancies, incomplete documentation, or ambiguous clinical information in accordance with defined escalation protocols.
• Quality & Process Support: Participate in quality assurance activities, including data audits, accuracy reviews, and validation processes to ensure adherence to standards. Support the maintenance and refinement of documentation standards to promote consistency across data extraction activities. Contribute to the development, documentation, and ongoing improvement of standard operating procedures (SOPs) and workflow guidelines. Identify process inefficiencies and support implementation of workflow enhancements to improve accuracy, timeliness, and overall operational effectiveness.
• Training & Knowledge Support: Provide guidance and support to team members on workflows, systems, and data standards to reinforce consistency and quality. Assist with onboarding and training activities for new team members, supporting knowledge transfer and adherence to established processes. Serve as a resource for best practices related to data extraction and documentation standards.
• Compliance & Operational Support: Maintain strict adherence to HIPAA and data privacy requirements, ensuring appropriate handling, access, and protection of protected health information (PHI). Consistently meet established productivity, accuracy, and turnaround time expectations. Attend company and departmental meetings as requested and contribute to operational discussions as appropriate. Support management with special projects and additional responsibilities aligned with business needs.

Qualifications

• Education: High school diploma or equivalent. Equivalent professional experience demonstrating core healthcare, clinical support, or data-related capabilities may be considered in lieu of formal education.
• Preferred Education: Bachelor’s degree in healthcare administration, health sciences, or a related field. Completion of a Medical Assistant or similar clinical training program.
• Required Knowledge: Working knowledge of medical terminology and the ability to interpret clinical documentation. Understanding of data entry standards and accuracy expectations within healthcare or regulated environments. Basic understanding of HIPAA and data privacy requirements.
• Preferred Knowledge: Familiarity with specialty pharmacy workflows or prior authorization processes. General understanding of clinical review, utilization management, or documentation workflows.
• Required Experience: Minimum three (3) to five (5) years of experience in healthcare operations, clinical support, medical records, or data-related roles demonstrating strong attention to detail, consistency, and accuracy. Experience working with electronic medical records (EMR) systems and clinical documentation.
• Preferred Experience: Experience in specialty pharmacy or prior authorization processes. Experience in clinical data extraction, abstraction, or quality review functions.
• Required Skills: Strong attention to detail with a high degree of accuracy in data entry and documentation. Ability to interpret and extract relevant information from complex clinical records. Strong organizational and time management skills with the ability to manage multiple priorities and deadlines. Ability to follow structured processes while exercising sound judgment within established guidelines. Effective written and verbal communication skills. Ability to work independently within established processes and collaborate effectively as part of a team. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Preferred Skills: Experience with healthcare data systems, structured data input platforms, or workflow-based applications. Experience supporting training, onboarding, or process documentation. Ability to contribute to process improvement initiatives in a structured, detail-oriented environment.