Digital Risk · 1 day ago
Mailroom Specialist
Phoenix, AZ
Full-time
Onsite
Mid, Senior Level
3+ years expDigital Risk is a company specializing in healthcare solutions, and they are seeking a Mailroom Specialist to manage mailroom operations. The role involves overseeing the sorting, scanning, and routing of incoming and outgoing mail while ensuring compliance with healthcare regulations such as HIPAA.
Financial ServicesRisk ManagementSoftware
Responsibilities
Receive and log incoming physical and electronic mail from members, providers, and third-party administrators
Sort and categorize mail based on document type (Claims, Refunds, Appeals, COB, Eligibility, etc.)
Scan and index documents into the designated workflow systems
Prepare, label, and process outgoing mail and packages in accordance with healthcare policies and regulatory standards, including HIPAA compliance
Ensure high accuracy and quality in document imaging and routing
Route mail to appropriate business units such as Claims Adjudication, Enrollment, Finance, or Provider Relations, Customer service team
Manage outgoing correspondence including member communications, refund letters, and claim return packages
Track and report daily mailroom volumes, turnaround times, and exceptions
Identify misdirected or duplicate mail and take corrective actions
Support audits, internal controls, and process improvement initiatives
Operate mailroom equipment such as postage meters, scanners, copiers, and secure shredders
Coordinate with courier services and internal departments to ensure timely and secure delivery of medical and administrative materials
Follow all healthcare privacy, safety, and security protocols when handling sensitive patient information
Assist with special projects and perform other duties as assigned
Maintain confidentiality and compliance with HIPAA and Health Plan’s data protection policies
Qualification
Required
Minimum 3 to 5 years of experience in mailroom operations or a related administrative role
At least 2 years of experience in a senior mailroom position
Experience working with US Health Plans (e.g., Medicare Advantage, Commercial, or Medicaid)
Familiarity with Claims, Eligibility, COB, Refunds, and Provider Correspondence workflows
Hands-on experience with document imaging and indexing tools
Strong understanding of mail classification, batching, scanning, indexing, and routing processes
Ability to monitor queue volumes, track SLAs, and report on daily/weekly mailroom performance
Demonstrated knowledge of healthcare privacy and security regulations (e.g., HIPAA)
Experience handling confidential medical records, lab reports, and prescription materials
Experience in mentoring or training junior mailroom associates
Proven ability to manage complex mailroom workflows and coordinate with multiple departments
Good with MS Office, training and reporting
Attention to detail while accomplishing tasks, meeting Weekly / Daily targets with required quality in the given timelines
Review data for deficiencies or errors, correct any incompatibility if possible
Adhere to the team norms for making the overall team a cohesive one
Ability to prioritize and manage workload
Communicates clearly and concisely, with sensitivity to the needs of others
Participates in any required training sessions/seminars
Maintains the confidentiality of all company procedures, results, and information about participants, clients, providers, and employees
Establishes and maintains effective working relationships with co-workers
Ability to work independently, seeking supervision as needed
Ability to communicate professionally, clearly, and effectively, verbally and in writing
Ability to meet attendance requirements to effectively fulfill all functions of the position
Ability to independently follow through on assigned tasks, without prompting
Ability to prioritize effectively and multitask
Preferred
Exposure to client communication or participation in internal audits preferred
Experience in handling return mail, stale checks, or provider refund letters is a plus
Prior experience working in a Healthcare environment is strongly preferred
Bachelor's degree or equivalent experience (preferred)
1–3 years of experience in US Healthcare Mailroom / Document Management / Claims Intake process
Knowledge of health plan operations (claims, eligibility, COB, refunds) preferred
Proficiency with document imaging tools and MS Office applications
Basic understanding of HIPAA compliance
Company
Digital Risk
Digital Risk is a provider of risk, compliance, and transaction management solutions.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
unknown2009-01-01Private Equity
Leadership Team
Jeffrey C. Taylor
Founder & Managing Director
Laura Baro
Senior Human Resources Business Partner
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