Mail Room and Operations Intake Supervisor

WVU Medicine

About The Position

We are seeking a highly organized and detail-oriented individual to join our Peak Operations Team as the Supervisor of our mail room and document intake processes. In this role you will play a crucial part ensuring smooth functioning of our mail room, related to our health plan processes. This position offers an exciting and pivotal role within operations to contribute to the success of our organization by overseeing key operational functions.

Requirements

Associate degree in healthcare, business, or related field OR three (3) years’ experience in a healthcare/health insurance setting.
Three (3) years of administrative work in a professional setting
Two (2) years of familiarity with health insurance operations
High attention to detail
Knowledge of HIPPAA and privacy regulations
Excellent written and oral communication
Demonstrated ability to build and retain relationships
Attention to detail
Proficiency with Microsoft Office

Nice To Haves

Bachelor degree in healthcare, business, or related field OR 5 (five) years’ experience in a healthcare/health insurance setting.
Excellent attention to detail and accuracy in data entry and document processing
Previous experience in mail room operations, document intake, or related administrative roles, preferably within the healthcare or insurance industry
Excellent attention to detail and accuracy in data entry and document processing.
Exceptional leadership and interpersonal skills to effectively manage a team and collaborate with cross-functional departments
Proficient in using office productivity tools and document management systems
Excellent written and verbal communication skills
Knowledge of privacy regulations, such as HIPAA, and familiarity with security protocols in document handling
Strong problem-solving and decision-making abilities

Responsibilities

Oversee the daily operations of the mail room, including receiving, sorting, and distributing incoming mail and packages
Ensure timely and accurate delivery of mail to the appropriate departments or individuals
Maintain a log of incoming and outgoing mail and track deliveries for documentation and reporting purposes
Coordinate with couriers and postal services to ensure seamless mail handling
Identify and implement process improvements to enhance efficiency and productivity within the mail room
Supervise a team responsible for receiving and processing documents related to health plan insurance, such as enrollment forms, claims, and other sensitive information
Ensure accurate and timely data entry of document information into relevant systems or databases
Implement quality control measures to ensure the accuracy and completeness of data
Collaborate with other departments to resolve any issues or discrepancies related to document intake and processing
Develop and maintain standard operating procedures (SOPs) for document intake and processing
Provide guidance, training, and support to the mail room and intake staff
Conduct regular performance evaluations and address any performance-related concerns
Develop and maintain a staffing schedule to ensure adequate coverage during operational hours
Foster a positive and collaborative work environment that promotes teamwork and high-quality service delivery
Ensure compliance with privacy regulations and maintain strict confidentiality of sensitive information
Implement and enforce security protocols for mail handling and document intake to safeguard against loss, theft, or unauthorized access