Document Processing & Mail Operations Specialist

Healthmark Group • Addison, TX

4d • $16 - $18 • Onsite

About The Position

HealthMark is seeking a Document Processing & Mail Operations Specialist to join their team. This role involves making health information more accessible to patients and contributing to a forward-thinking team of innovators. HealthMark's mission is to revolutionize how medical records are released to patients, providers, and other stakeholders by providing tech-enabled solutions.

This position is based in Addison, Texas, and requires a high school diploma or GED. The specialist will be responsible for various daily tasks including packaging, weighing, and labeling printed materials for shipping, maintaining work environment cleanliness, and ensuring printers and postage meters are in good working order. Inventory management and accurate ordering of supplies are also key responsibilities. The role demands strict adherence to HIPAA standards when handling Protected Health Information (PHI) and ensuring all mail is processed and shipped daily by the deadline. The specialist will follow specific workflows for document release, including mailing, faxing, or placing records on CD, creating FedEx or certified mail tracking, mailing Radiology CDs, and burning records to CD/DVD as needed.

Requirements

• Onsite position working Monday through Friday 8 AM to 5 PM at HealthMark’s corporate office in Addison, Texas
• Strong communication skills, attention to detail, and problem-solving skills.
• Must possess a high school diploma or GED
• Excellent attention to detail and works well in a team environment.
• Strong organizational skills
• Intermediate skills in Microsoft applications such as Word and Excel
• Must be able to lift over 50 lbs on occasion
• Demonstrate a strong understanding of confidentiality requirements, adhere to all HIPAA regulations and organizational privacy and security policies, and report any known or suspected unauthorized access, use, or disclosure of PHI immediately to the Privacy Officer or Information Security team.
• Requires timely completion of all required company-sponsored and regulatory training programs.

Nice To Haves

• Ability to work overtime as business needs require

Responsibilities

• Maintain the Ready to Release/Available for Download queue being pushed out periodically throughout the day.
• Responsible for packaging, weighing & labeling of printed materials for shipping to clients via USPS, FedEx, or UPS.
• Maintains quality and cleanliness of the work environment and equipment.
• Keep printers, Postage Meter and folding machine maintained and in good working order.
• Maintain a working inventory of supplies to ensure all materials required for the job are available.
• Report on-hand inventory to the manager to ensure accurate ordering of supplies.
• Ensure that all documents, letters, and other mailing items are shipped to the correct addresses and that all HIPAA Standards are met while handling PHI.
• Ensure that all mail is processed and shipped daily Mon-Fri.
• All mail must be shipped in its entirety and in a timely manner (By 4 pm) every day Mon-Fri.
• Follow the workflow designed for Med-Release to ensure all documents/record are being sent/transmitted in a timely manner.
• Ensure we are sending out the complimentary downloads in the Available for Download status.
• Ready to Release status will require mailing, faxing, or placing on CD the hard records.
• Ready to FedEx status will require creating tracking either through FedEx or certified mail.
• Mailing Radiology CDs with their corresponding Records and/or request documents.
• Burn records to CD/DVD as required by the requestor.

Benefits

• medical
• dental
• vision insurance
• 401k matching
• remote opportunities
• paid time off
• a paid volunteer day of your choice

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED