Job Description – Medico-Legal File Indexing Officer

Overview

Evaluate Medicolegal is seeking a highly organised and detail-oriented Medico-Legal File Indexing Officer to join our  team. In this role, you will be responsible for accurately reviewing, organising, indexing, and categorising medico-legal documentation to ensure files are complete, well-structured, and readily accessible for medical specialists and internal stakeholders. The ideal candidate possesses exceptional analytical skills, strong attention to detail, and the ability to manage confidential information while maintaining the highest standards of quality and compliance.

Key Responsibilities

File Indexing and Organisation

• Review, organise, and index medico-legal records, medical reports, and supporting documentation.
• Create accurate and structured file indexes to ensure documents are easy to locate and reference.
• Categorise documentation according to organisational guidelines and established indexing standards.
• Ensure all files are complete, correctly sequenced, and prepared for medical specialists and report writers.

Document Review and Verification

• Examine medical and legal documentation for completeness, consistency, and accuracy.
• Identify missing, duplicate, or incorrectly filed documents and coordinate with relevant teams to resolve discrepancies.
• Verify document details before indexing to maintain data integrity and quality.

Quality Assurance

• Perform quality assurance checks to ensure indexed files meet organisational quality standards.
• Maintain consistency in document naming conventions, indexing formats, and file structures.
• Apply established quality control procedures throughout the indexing process.

Compliance and Confidentiality

• Ensure all documentation is managed in accordance with privacy legislation, regulatory requirements, and internal policies.
• Maintain strict confidentiality when handling sensitive medical and legal information.
• Follow organisational procedures for secure document management and record keeping.

Communication and Collaboration

• Liaise with internal teams to obtain missing documentation and clarify indexing requirements.
• Respond professionally to file-related queries and provide timely updates on indexing progress.
• Support continuous improvement initiatives by providing feedback on document management processes.

Qualifications & Experience

• Bachelor's degree or equivalent qualification preferred.
• 5–6 years of experience in file indexing, document management, records administration, medico-legal support, healthcare administration, or a related field.
• Experience working with medical records, legal documents, or insurance files is highly desirable.
• Exceptional literacy skills, including strong comprehension, spelling, grammar, and proofreading ability.
• Excellent organisational skills with meticulous attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, particularly Microsoft Word, Excel, and Outlook.
• Strong time management skills with the ability to manage multiple priorities and consistently meet deadlines.