Mailroom Associate

Position Summary

The Mailroom Associate supports the accurate and timely processing of incoming mail, insurance correspondence, payments, and financial documentation. This position is responsible for sorting, scanning, uploading, depositing, and logging materials so the Revenue Cycle Management and Finance departments have clear visibility into daily activity.

Essential Responsibilities

· Open and sort all incoming mail in a timely and organized manner.

· Separate explanations of benefits and checks by state.

· Batch scan explanations of benefits and related documents with attention to image quality and completeness.

· Upload documents to the Revenue Cycle Management department in the requested file format and location.

· Process accounts receivable payments and prepare deposits for the bank.

· Log daily deposit totals and related activity on the company platform to provide visibility to Finance and Revenue Cycle Management.

· Separate insurance correspondence, explanations of review, headquarters checks, and patient checks for proper handling.

· Maintain accurate organization of all physical and electronic documents throughout the workflow.

· Protect confidential patient, insurance, and financial information in accordance with company policies and applicable privacy requirements.

· Follow workflow changes and operational needs communicated by Revenue Cycle Management, Finance, and department leadership.

· Identify missing information, discrepancies, or workflow delays and escalate concerns to the Administrative Services Manager.

· Assist with other mailroom and administrative duties as assigned.

Productivity and Performance Expectations

· Complete a minimum of 25 deposit batches per workday, subject to the availability of deposit work and any approved operational priorities.

· Process all work accurately, completely, and within established department timelines.

· Maintain accurate daily logs so deposit activity can be reviewed by Finance and Revenue Cycle Management.

· Meet quality and confidentiality expectations while maintaining consistent productivity.

Qualifications

· High school diploma or equivalent preferred.

· Previous mailroom, administrative, banking, payment processing, or healthcare office experience preferred.

· Strong attention to detail and the ability to accurately sort, scan, upload, and log high volumes of documents.

· Basic computer skills and the ability to learn company platforms and electronic workflows.

· Ability to follow established procedures, adapt to workflow changes, and manage competing priorities.

· Dependable attendance, professional communication, and the ability to work effectively as part of a team.

· Ability to maintain confidentiality when handling patient and financial information.

Reporting Structure

The Mailroom Associate reports to the Administrative Services Manager. The Administrative Services Manager reports to the Director of Patient Access and the Vice President of Administrative Operations.

Physical and Work Requirements

This role requires prolonged periods of sitting or standing, frequent computer and scanning work, and the ability to handle, organize, and move routine mailroom materials. Reasonable accommodations may be provided in accordance with applicable law.