Mail Room Specialist I

EMS Management & Consultants•Winston Salem, NC

About The Position

This position is responsible for processing incoming and outgoing mail including sorting and scanning client payments and correspondence. This position reconciles physical payments received by EMSMC on behalf of clients, reconciles them to EMSafe, and prepares deposits and other client-specific deliverables in accordance with client requirements, company standards, and compliance regulations.

Requirements

High School Diploma
Strong sense of confidentiality and professionalism regarding financial information and PHI
Flexibility to work extended hours to support the business as required
Strong sense of teamwork, strong interpersonal skills, and the ability to maintain composure in a fast-paced, high-pressured environment
Ability to learn, understand, and work within specific client requirements
Highly organized and multi-tasking with ability to manage time and prioritize work
Good communication and critical thinking skills
Ability to function well within a cross-functional team setting and independently
Willing and able to adapt to changes in work environment, procedures, priorities, and job duties

Nice To Haves

Strongly prefer prior experience in payment handling and/or mailroom or lockbox procedures
Prior experience in reconciliation, scanning/imaging, and/or data entry
Knowledge of HIPAA requirements and regulations
Working knowledge of Excel and Adobe Acrobat

Responsibilities

Open, sort, and distribute incoming mail, including payments, denials, correspondence, etc. Do not open mail delivered to confidential P.O. Box or identified in a manner that suggests it may be confidential. This mail should be set aside and delivered to the appropriate personnel.
Obtain payments & correspondence from various sources; scan into software program
Prepare payments for deposit into client bank accounts, including electronic transfer, in a timely and accurate manner and in accordance with client requirements
Identify check and payor errors and address with appropriate internal and/or external persons to correct the problem
File checks (for non-deposit clients), explanations of benefits, and other misc. correspondence in a secure manner until ready for mailing
Prepare and sign off on daily courier chain of custody for deposit accuracy and secure transfer of deposits
Prepare weekly client deliverables ensuring accuracy, timeliness, and completeness and reconciliation of payments
Conduct all job tasks, duties, and interactions with professionalism, respect, a positive attitude, and in accordance with company compliance policies and applicable government regulations
Consistently support and demonstrate the company mission and values
Populate data fields from scanned images in order to link the image to the claim in billing system
Process & track mail (including certified mail) in a timely and accurate manner
Provide administrative support for other departments as needed
Scan documents into software program
Perform other necessary tasks as assigned by direct leader or department manager
May be required to work Saturdays when month end falls on Saturday, Sunday, or Monday