Case Documentation Specialist - Remote US

Great companies need great teams to propel their operations. Join the group that solves business challenges and enhances the way we work and grow. Working at Gainwell carries its rewards. You'll have an incredible opportunity to grow your career in a company that values your contributions and puts a premium on work flexibility, learning, and career development.

Summary

The Document Control Assistant will support the NYC Intake Team by managing case documentation, verifying requests, and ensuring compliance with NYC-specific rules and processes. This role requires exceptional attention to detail and the ability to work independently in a fast-paced environment.

Your role in our mission

• Case Management & Verification
  • Create new cases and attach requests to existing cases.
  • Verify case details, including eligibility context, member information, and attorney contact accuracy.
  • Ensure correct context assignment for NY cases (NYC, Upstate, Exchange, Option1/Unimplemented counties).
• Request Validation
  • Confirm requests meet NYC-specific requirements:
  • Validate W form or NYC portal submission; initiate up to 3 follow-ups if missing.
    • For Final Requests:
    • Check settlement amount (< $7,500) and update case labels accordingly.
    • Ensure settlement date and amount are provided; follow up if missing.
  • For Final or Interim Requests:
    • Confirm defense details (e.g., NYS Housing Authority, NYS Transit Authority) and label correctly.
    • For Civil Rights cases involving NYC PD, obtain PI number before closing.
• Special Case Handling
  • Triage "No Lawsuit" cases for closure compliance.
  • Identify Estate matters and refer to HRA NYC Estates team.
  • Refer completed cases to HRA via WSM to meet SLA timelines.
• Escalation Queue Management
  • Search and route non-member cases; maintain non-member log.
  • Create and refer verified cases in correct context.
  • Refer subpoena cases to HRA NYC Subpoena team.
• Email & Quality Control
  • Clear NYC and NY Upstate secure emails daily.
  • Assist Lead in reviewing daily logs for errors and perform 10% QC checks.

What we're looking for

• High School Diploma or equivalent.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in handling sensitive information with confidentiality.
• Experience in document control or case management.
• Familiarity with NYC-specific legal or compliance processes.
• Strong communication and follow-up skills.

What you should expect in this role

• Fully remote opportunity with the option to work anywhere within the United States
• Work Schedule: Monday - Friday, 8:00 AM - 5:00 PM (Candidate's time zone)
• Video cameras must be used during all interviews, as well as during the initial week of orientation.
• To work effectively as a teleworker or hybrid positions with Gainwell, employees must have a broadband internet connection with a minimum speed of 24 Mbps download and 8 Mbps upload. Higher speeds are recommended for optimal performance.
• To Test your internet download and upload speed:
  • Go to Google.
  • Search for Internet Speed Test or click here .

The deadline to submit applications for this posting is November 6, 2025.

#LI-REMOTE #LI-JA1 #LI-CM1

The pay range for this position is $24,800.00 - $35,400.00 per year, however, the base pay offered may vary depending on geographic region, internal equity, job-related knowledge, skills, and experience among other factors. Put your passion to work at Gainwell. You'll have the opportunity to grow your career in a company that values work flexibility, learning, and career development. All salaried, full-time candidates are eligible for our generous, flexible vacation policy, a 401(k) employer match, comprehensive health benefits , and educational assistance. We also have a variety of leadership and technical development academies to help build your skills and capabilities.

We believe nothing is impossible when you bring together people who care deeply about making healthcare work better for everyone. Build your career with Gainwell, an industry leader. You'll be joining a company where collaboration, innovation, and inclusion fuel our growth. Learn more about Gainwell at our company website and visit our Careers site for all available job role openings.

Gainwell Technologies is an Equal Opportunity Employer, where all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical condition), age, sexual orientation, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.