Mail Room Specialist I

EMS Management & Consultants Inc•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 provides administrative support to other departments as needed. The position is performed in a general office environment and may involve long hours and weekend work without advanced notice. Saturdays may be required when month end falls on a Saturday, Sunday, or Monday. Reasonable accommodations will be provided to qualified individuals with disabilities as needed.

Requirements

High school diploma.
Strong sense of confidentiality and professionalism when handling financial information and protected health information (PHI).
Flexibility to work extended hours as required to support the business.
Strong teamwork and interpersonal skills, with the ability to maintain composure in a fast-paced, high-pressure environment.
Ability to learn, understand, and follow specific client requirements.
Strong organizational and multitasking skills, including the ability to manage time and prioritize work.
Good communication and critical-thinking skills.
Ability to work effectively both in a cross-functional team and independently.
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 as applicable.
Authorization to work in the United States now and in the future; the role does not offer current or future visa sponsorship.

Nice To Haves

Prior experience in payment handling, mailroom procedures, or lockbox procedures.
Prior experience in reconciliation, scanning or imaging, 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 confidential mail without opening it and deliver it to appropriate personnel.
Obtain payments and correspondence from various sources and scan them into the software program.
Prepare payments for timely and accurate deposit into client bank accounts, including by electronic transfer, in accordance with client requirements.
Identify check and payor errors and work with appropriate internal or external persons to correct them.
Securely file checks for non-deposit clients, explanations of benefits, and other correspondence until ready for mailing.
Prepare and sign off on the daily courier chain of custody to ensure deposit accuracy and secure transfer.
Prepare weekly client deliverables, ensuring accuracy, timeliness, completeness, and reconciliation of payments.
Perform job tasks and interactions professionally and respectfully, in accordance with company compliance policies and applicable government regulations.
Support and demonstrate the company 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 for other departments as needed.
Perform other tasks as assigned by the direct leader or department manager.