Ensures smooth functioning of all clerical duties as assigned including incoming mail processing, claim/document scanning, development and maintenance of files (including records archiving), copying and typing correspondence, tracking pertinent information and data entry. Provides relief coverage to Receptionist, including greeting and directing visitors, responding to telephonic or in-person inquiries, supplying information regarding the organization to clients, customers and the general public.
ESSENTIAL DUTIES AND RESPONSIBILITIES
On a daily basis, assists the mail room Clerical Assistant with retrieves incoming mail from the designated post office box.
On a daily basis, processes incoming mail according to Company/Department guidelines. This includes, but is not limited to date stamping, opening, sorting and placing mail in the appropriate department/individual mail box in the Mail Room.
On a daily basis, logs incoming mail, including certified mail, as required.
On a daily basis scans incoming mail and other documents as requested by various departments in accordance with Company/Department guidelines. This includes, but is not limited to Medical Claims and associated documents, Temporary Disability Insurance (TDI) claims and associated documents, Practice Management/billing documents, Provider contracts correspondence and other documents, including provider Reconsideration Requests and Provider Dispute Resolution requests, Provider credentialing files, Member and Provider Appeals & Grievance Files
Semi-Annually or as needed, prepare documents for archiving to include identifying, logging, boxing and labeling documents and working with the Finance Department to arrange for pick up by the archive vendor. Retains log of archived document to facilitate document retrieval when required.
Updates and maintains mail room procedural manual.
Trains back up staff.
Regularly and dependably reports to work as scheduled and adheres to assigned work schedule as communicated by Manager. Additional time may be required as necessary to ensure completion of assigned workload. Follows all Company policies and procedures, including but not limited to personnel policies, safety policies and operational policies as communicated by management. Follows all Department policies and procedures, including, but not limited to procedural guidelines/workflows, attendance requirements and performance requirements as communicated by management. In accordance with State and/or Federal confidentiality/privacy laws, maintains confidentiality of all company, provider, member and client information as specified by Company confidentiality policies and procedures. Represents the Company in a professional manner at all times when dealing with both internal and external customers.
EDUCATION AND/OR EXPERIENCE:
- High school diploma or equivalent.
- Six months to one year related experience and/or training; or equivalent combination of education and experience.