Mail Room Specialist I

EMS Management & Consultants•Winston Salem, NC

About The Position

This position processes incoming and outgoing mail, including sorting and scanning client payments and correspondence. It reconciles physical payments received by EMSMC on behalf of clients with EMSafe, and prepares deposits and client-specific deliverables in accordance with client requirements, company standards, and compliance regulations. The role also supports administrative work for other departments as needed. Employees are expected to perform their work professionally and securely, protect confidential financial information and PHI, and follow company policies and applicable government regulations. Responsibilities may change to meet business needs.

Requirements

High school diploma.
Strong sense of confidentiality and professionalism when handling financial information and PHI.
Flexibility to work extended hours as required to support the business.
Strong teamwork and interpersonal skills, and the ability to maintain composure in a fast-paced, high-pressure environment.
Ability to learn, understand, and work within specific client requirements.
Strong organization and multitasking skills, with the ability to manage time and prioritize work.
Good communication and critical-thinking skills.
Ability to work both independently and within a cross-functional team.
Willingness and ability to adapt to changes in the work environment, procedures, priorities, and job duties.
Ability to perform the essential functions of the position, with reasonable accommodations provided to qualified individuals with disabilities as needed.

Nice To Haves

Prior experience in payment handling, mailroom work, or lockbox procedures.
Prior experience in reconciliation, scanning or 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, and correspondence; set aside mail addressed to confidential P.O. Boxes or otherwise appearing confidential for delivery to appropriate personnel without opening it.
Obtain payments and correspondence from various sources and scan them into the designated software program.
Prepare payments for timely and accurate deposit into client bank accounts, including by electronic transfer, according to client requirements.
Identify check and payor errors and work with appropriate internal or external parties to correct them.
Securely file checks for non-deposit clients, explanations of benefits, and other correspondence until they are ready for mailing.
Prepare and sign off on the daily courier chain of custody to support deposit accuracy and secure transfer of deposits.
Prepare weekly client deliverables, ensuring their accuracy, timeliness, completeness, and reconciliation of payments.
Conduct job tasks and interactions professionally and respectfully, in accordance with company compliance policies and applicable government regulations; support the company’s mission and values.
Populate data fields from scanned images to link images to claims in the billing system.
Process and track mail, including certified mail, accurately and promptly.
Provide administrative support to other departments as needed.
Scan documents into the designated software program.
Perform other tasks as assigned by the direct leader or department manager.
Work Saturdays when month-end falls on a Saturday, Sunday, or Monday, if required.