Mail Processing Specialist

Peachtree Orthopaedic Clinic•Atlanta, GA

19h•Onsite

About The Position

The Mail Processing Specialist is responsible for ensuring incoming and outgoing mail is accurately received, processed, tracked, scanned, and distributed in a timely manner. This role supports daily mailroom operations, digital document management, payer-related correspondence handling, USPS tracking, and interdepartmental communication while maintaining compliance with HIPAA and organizational security standards.

Requirements

High school diploma or general education degree (GED) required.
Ability to manage high volumes of mail and documentation efficiently in a fast-paced environment while maintaining accuracy and confidentiality.

Nice To Haves

Minimum one year of customer service experience in a high-volume, multi-unit medical practice preferred.
Experience with MS Word, Outlook, Athena, electronic medical records, Microsoft Teams, scanning, and digital document management preferred.

Responsibilities

Receive, open, sort, categorize, and distribute incoming and outgoing mail daily to the appropriate department, location, or recipient.
Ensure all Peachtree Orthopedics locations have adequate mail-related supplies that are labeled, organized, and accessible.
Apply department, location, and date stamps to documents prior to processing and maintain accurate logs for tracking and auditing purposes.
Scan and upload payer-related documents into appropriate systems, including Athena and the Post Office Inbound Mail Teams group, ensuring clarity, completeness, and proper categorization.
Identify and prioritize payer-related correspondence, including insurance claims, payment notices, audit checks, and other urgent items; escalate as appropriate.
Use USPS tracking tools, including Informed Delivery and Informed Visibility, to monitor expected mail, investigate discrepancies, and resolve missing or delayed mail inquiries.
Maintain digital records by categorizing and filing documents in designated systems, including Athena, Microsoft Teams, and other approved organizational platforms.
Follow established unknown-document workflows by researching unclassified items, cross-checking information in Athena and QuickView, and escalating unresolved documents to the Mail Processing Manager.
Collaborate with the Org Development Operations Manager, Department Managers, Courier, Executive Leadership, and internal departments to support workflow improvement and resolve mail-related concerns.
Serve as a point of contact for mail-related tracking inquiries and assist departments in locating misplaced or misrouted mail.
Adhere to HIPAA, company security policies, and internal mail handling procedures when working with sensitive information.
Provide courier coverage as needed.
Other duties as assigned.