Mailroom Specialist
2 days ago
Phoenix
Experience Requirements: • Minimum 3 to 5 years of experience in mailroom operations or a related administrative role., • At least 2 years of experience in a senior mailroom position., • Experience working with US Health Plans (e.g., Medicare Advantage, Commercial, or Medicaid)., • Familiarity with Claims, Eligibility, COB, Refunds, and Provider Correspondence workflows., • Hands-on experience with document imaging and indexing tools, • Strong understanding of mail classification, batching, scanning, indexing, and routing processes., • Ability to monitor queue volumes, track SLAs, and report on daily/weekly mailroom performance., • Exposure to client communication or participation in internal audits preferred., • Experience in handling return mail, stale checks, or provider refund letters is a plus., • Prior experience working in a Healthcare environment is strongly preferred., • Demonstrated knowledge of healthcare privacy and security regulations (e.g., HIPAA)., • Experience handling confidential medical records, lab reports, and prescription materials., • Experience in mentoring or training junior mailroom associates., • Proven ability to manage complex mailroom workflows and coordinate with multiple departments. Listed below are the primary job duties and responsibilities that are required: • Receive and log incoming physical and electronic mail from members, providers, and third-party administrators., • Sort and categorize mail based on document type (Claims, Refunds, Appeals, COB, Eligibility, etc.)., • Scan and index documents into the designated workflow systems, • Prepare, label, and process outgoing mail and packages in accordance with healthcare policies and regulatory standards, including HIPAA compliance., • Ensure high accuracy and quality in document imaging and routing., • Route mail to appropriate business units such as Claims Adjudication, Enrollment, Finance, or Provider Relations, Customer service team., • Manage outgoing correspondence including member communications, refund letters, and claim return packages., • Track and report daily mailroom volumes, turnaround times, and exceptions., • Identify misdirected or duplicate mail and take corrective actions., • Support audits, internal controls, and process improvement initiatives., • Operate mailroom equipment such as postage meters, scanners, copiers, and secure shredders., • Coordinate with courier services and internal departments to ensure timely and secure delivery of medical and administrative materials., • Follow all healthcare privacy, safety, and security protocols when handling sensitive patient information., • Assist with special projects and perform other duties as assigned., • Attention to detail while accomplishing tasks, meeting Weekly / Daily targets with required quality in the given timelines., • Review data for deficiencies or errors, correct any incompatibility if possible., • Adhere to the team norms for making the overall team a cohesive one., • Ability to prioritize and manage workload., • Communicates clearly and concisely, with sensitivity to the needs of others., • Participates in any required training sessions/seminars., • Participates in special projects as requested., • Maintains the confidentiality of all company procedures, results, and information about participants, clients, providers, and employees., • Establishes and maintains effective working relationships with co-workers., • Ability to work independently, seeking supervision as needed., • Ability to communicate professionally, clearly, and effectively, verbally and in writing., • Ability to meet attendance requirements to effectively fulfill all functions of the position., • Ability to independently follow through on assigned tasks, without prompting., • Bachelor’s degree or equivalent experience (preferred)., • 1–3 years of experience in US Healthcare Mailroom / Document Management / Claims Intake process., • Knowledge of health plan operations (claims, eligibility, COB, refunds) preferred., • Proficiency with document imaging tools and MS Office applications., • Strong attention to detail, organizational, and analytical skills., • Ability to meet SLAs, multitask, and work in a fast-paced environment., • Good written and verbal communication skills., • Basic understanding of HIPAA compliance.