Correspondence and Office Coordinator

Medrina•Chicago, IL

2d•Onsite

About The Position

Medrina’s Correspondence and Office Coordinator ensures regulatory, payer, and financial correspondence is received, documented, and routed without being missed or delayed for Medrina and its affiliated entities. This is a full-time, on-site role at Medrina’s shared office at 401 N. Michigan Avenue in downtown Chicago, with a Monday–Friday schedule from 8 a.m. to 5 p.m. and an unpaid lunch break. The wage is $25 per hour. The coordinator handles daily mail intake, sorting, scanning, routing, retention, and logging; conducts monthly outreach to Medicare contractors, state Medicaid agencies, and major payers to check for notices and outstanding requests; maintains mailing-address records; and serves as Medrina’s day-to-day contact with the Regus office team. The role also provides administrative support to the Chicago office and, as time permits, the Finance and Operations team. The position requires discretion with confidential, legal, and protected health information. HIPAA training is provided, and strict confidentiality is required.

Requirements

High school diploma or equivalent required.
At least 2 years of experience in a healthcare setting with administrative, office coordination, or front-office responsibilities.
Proficiency with Microsoft Outlook, Teams, SharePoint, and Excel.
Comfort with high-volume scanning and consistent document-naming conventions.
Ability and willingness to spend meaningful time on the phone with payers and government contractors, including tolerating hold times and IVR systems and persistently and precisely documenting conversations.
Exceptional attention to detail and follow-through.
Discretion and sound judgment when handling confidential, legal, and protected health information; strict confidentiality is required.
Reliable, punctual, able to work independently, and able to be physically on-site in downtown Chicago every business day.
Ability to communicate daily through email, phone, and virtual or online meetings with a camera on, and to respond in a timely manner during work hours.
Ability to sit, stand, and walk for extended periods.
Ability to lift and move bins and packages weighing up to 50 pounds multiple times per day.

Nice To Haves

Associate’s or bachelor’s degree preferred.
Experience with medical billing, provider enrollment, or legal/compliance office settings strongly preferred.
Working familiarity with Medicare and payer correspondence, including MACs, ADRs, TPE, audits, and revalidation, is a significant plus.

Responsibilities

Retrieve mail delivered to Suite 1200 for Medrina and affiliated entities from the Regus front desk every business day, ensuring mail does not sit overnight.
Open, date-stamp, and sort mail by entity and category, including regulatory/government, payer, records request, financial/banking, vendor, and general correspondence.
Scan mail the same day and route it electronically to designated recipients; send priority mail to the CFO and VP of Human Resources on the day it arrives, and do not forward priority mail to the bank lockbox or an outside vendor.
Retain original documents with their envelopes in an organized, secure physical file and record their retention locations.
Maintain a daily mail log recording receipt and postmark dates, sender, addressee entity, document type, response deadlines, routing recipient, and routing time.
Notify the appropriate leader by phone or Teams the same day about mail involving a deadline, dollar demand, or records request; email alone is not sufficient notice.
Follow established procedures to route payments, remittances, and banking correspondence received at the office to Finance on the same day.
Maintain a monthly roster of relevant Medicare Administrative Contractor (MAC) jurisdictions, UPICs, state Medicaid agencies, and major commercial payers, including contact details, portal access where applicable, and identifiers needed for verification.
Contact every contractor and payer on the roster each month to check for correspondence, open-request status and due dates, and the correspondence address on file for each Medrina entity.
Document each payer or contractor call, including the date, organization, representative, reference or call ID, confirmations, and action items; escalate open or unknown items to the CFO the same day.
Check MAC and payer provider portals and the correspondence address in CMS/PECOS on a recurring basis as an additional confirmation.
Prepare a short monthly leadership summary of calls completed, items found, items escalated, and address discrepancies corrected.
Own and maintain the master registry of mailing addresses for Medrina entities across CMS/PECOS, MACs, state Medicaid programs, commercial payers, the bank lockbox provider, insurers, and key vendors.
Work with Finance and Operations to promptly correct stale or returned-mail addresses.
Serve as Medrina’s day-to-day contact with the Regus center team; ensure Medrina and its entities are set up to receive mail, including USPS Form 1583 authorizations where required; monitor mail forwarding from other Regus locations and escalate delays.
Track and resolve returned or misdirected mail, identify root causes, and update the address registry.
Support the Chicago office with supplies, Regus conference-room bookings, courier and overnight shipments, and visitor coordination.
Provide administrative support to Finance and Operations as time permits, including scheduling, document preparation, scanning and filing, and data entry.
Communicate by email, phone, and virtual or online meetings daily, with a camera on, and respond promptly during work hours via email, MS Teams, and phone.