Digital Mailroom Jobs (NOW HIRING)

Mailroom Document Processor/Scanner Operator - Full Time

Smart Data Solutions, a leading provider of data management, claim routing and workflow solutions to health plans and TPAs, is looking for Mailroom Document Processor/Scanner Operators to join our team!

What you’ll be doing?

• Ensuring Hi-Trust certification requirements are met, including but not limited to working on one client at a time, ensuring unprocessed mail is put back on P.O. Box shelf, ensuring processed mail is distributed to the scanning stations, and adhering to Smart Data Solutions Acceptable Use Policy
• Performing all tasks assigned with great attention to detail and in a timely manner
• Maintaining acceptable levels of productivity to align with performance standards
• Must be able to remain in a stationary position for 50% of the time
• Assist with data capture and data entry in the QuickClaim system as needed.

Document Processing:

• Opening, sorting, batching and quality control of documents in a timely manner
• Preparing, verifying, and counting documents for scanning in a timely manner
• Preparing documents for scanning by unfolding/flattening, taping, removing rubber bands, or un-stapling documents in a timely manner
• Fixing tears and making copies of documents, if needed
• Following proper sorting method with appropriate cover sheets as trained
• Properly identifying P.O. Box, client name, and patient name on documents and ensuring mail is processed correctly according to client criteria
• Processing incoming mail based on customer required instructions
• Ensuring assigned work is completed to align with customer service level agreements
• Ensuring that all PHI is kept confidential and complying with all company policies and procedures
• Performing Scanner Operating duties and responsibilities as articulated below when business needs arise
• Perform other duties as assigned.

Scanner Operating:

• Scanning, archiving, and quality control of documents, including paper and film
• Inputting appropriate data onto scanner computer screen, such as batch cover sheet information, by manipulating a mouse and typing on a keyboard
• Feeding documents through a scanner in a timely manner
• Keeping provided scanner logs up to date (i.e. storage box logs and company checklist logs)
• Troubleshooting and correcting basic technical errors of the scanning machine(s) as they occur
• Operating and cleaning the scanner machines, including any new scanner machines introduced, pursuant to training provided
• Ensuring batches are scanned and placed into appropriate storage boxes
• Verifying batches are accurate before committing such batches
• Performing all tasks assigned with great attention to detail and in a timely manner
• Ensuring that all PHI is kept confidential and complying with all company policies and procedures
• Ensuring assigned work is completed to align with customer service level agreements
• Complying with the Acceptable Use Policy which includes but is not limited to always displaying your SDS-issued photo ID while in the building
• Document Processing (as described above) when business need arises
• Perform other duties as assigned.

The duties set forth above are essential job functions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

What we’re looking for?

Required skills:

• Must have ability to lift 45 pounds
• Strong organizational skills and attention to detail
• Manages time effectively and is dependable
• Communicate effectively
• Computer literacy
• Dependable
• 40+ WPM typing speed, 4500 KPH ten key.
• Ability to quickly learn a new system and memorize hot key/short cuts.
• Full Time availability

Location: This role is located in our Tempe, AZ office.

Why this is the company for you?

Top Benefits & Perks:

• A company culture that is authentic, innovative, and collaborative! Our most powerful strength is our people! We build impactful solutions for our customers - their success is our success!
• A professional development and growth-oriented workplace
• Generous benefits including, health insurance, short-term, and long-term disability
• 401(k) with a company match to provide a better future in your retirement years
• A flexible environment with a competitive paid time off package; including vacation, holiday, give-back day, and a floating day

Who is Smart Data Solutions?

Smart Data Solutions (SDS) is a technology leader in healthcare process automation and interoperability. As a strategic partner, SDS helps clients digitally transform their operations, delivering tangible value through reduced costs, streamlined workflows, and an improved customer experience. With data, AI, and automation at its core, SDS provides solutions in Digital Mailroom and Data Capture, Clearinghouse, Intelligent Medical Records, Prior Authorization and Claim Operations. Trusted by over 500 clients—including multiple Blue Cross Blue Shield plans, regional health plans, TPAs, providers, and healthcare partners—SDS streamlines complex front, middle, and back-office operations.

Smart Data Solutions is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.