Data Reconciliation Specialist (Subic Bay, Philippines)

The Data Reconciliation Specialist is responsible for manually matching scanned PDF consent forms to patient register entries. This role performs high volume accuracy critical data verification work using Excel-based patient registers and standardized PDF consent forms. The specialist will also record match results document unmatched forms and support weekly deliverables.

This role is part of a fast-paced time-bound 8-week project and must strictly follow clients confidentiality security and manual-processing requirements.

Key responsibilities:

Consent Form Review & Data Extraction

Review individual PDF consent forms after they are separated from larger PDF packets.

Extract identifying information from handwritten fields such as:

Patient name (recognizing spelling inconsistencies)

o Date of birth or ID number

o Invoice number and partner identifiers

o Validate the completeness of key identifying fields.

Manual Matching to Excel Patient Registers

Open and navigate Excel registers that are:

o Organized by partner

o Sortable by invoice number

o Containing identifying fields (name DOB ID document number)

Locate the correct patient record using:

o Invoice number first

o Name (with awareness of spelling discrepancies)

o Date of birth or ID number

Determine a confirmed match following clients required criteria:

Enter match results directly into designated register fields provided by client.

Documentation of Unmatched Consent Forms

For any form that cannot be matched:

o Record the unmatched form in the Unmatched Consent Form List.

o Assign the correct reason category (e.g. incomplete info illegible handwriting missing DOB/ID conflicting data).

Quality & Accuracy Compliance

Manual-only process (strict prohibition on AI tools).

Maintain accuracy levels meeting or exceeding the projects QC standards.

Cooperate with internal QA validation performed by the Project Coordinator.

Apply consistent matching logic across all assigned batches.

Follow client-defined naming coding and documentation standards.

Batch Processing & Workload Management

Work on assigned batches organized by:

o Subcontractor

o Invoice number

o Partner grouping

Process high volumes daily

Report daily progress to the Project Coordinator.

Ensure that all processed registers and trackers are ready for weekly uploads

Qualifications to be successful in the role:

Advanced proficiency in Microsoft Excel (sorting filtering searching).

Experience navigating and reviewing PDF documents (Adobe Acrobat or equivalent tools).

High typing and data entry accuracy.

Comfortable working with large datasets and high document volumes.

Strong attention to detail and ability to catch subtle discrepancies in:

o Handwritten names

o Slightly inconsistent DOB/ID formats

o Partner or invoice identifiers

Ability to follow matching rules precisely (Name DOB/ID).

Pattern recognition when deciphering handwriting or variant spellings

Reliability in meeting daily targets.

Ability to work in a repetitive high-volume environment with accuracy.

Strong communication with the Project Coordinator.

Discipline in working under strict confidentiality policies.

Open to working night shifts at the Subic Bay office.