Mailroom Specialist

The Mailroom Associate is responsible for managing all incoming and outgoing mail, ensuring accurate receipt, categorization, scanning, and routing of documents related to Health Plans. The role plays a key part in supporting Claims, Member Services, Provider Relations, and other operational functions by maintaining timely and compliant document handling. The ultimate motive is to ensure commendable service standards and maintain very high customer satisfaction.

Experience Requirements:

· 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.

· 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.

· 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.

Key Responsibilities:

Listed below are the primary job duties and responsibilities that are required:

· 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.

Behavior Skills:

· 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.

· Participates in special projects as requested.

· 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.

Qualifications & Skills:

· 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.

· Strong attention to detail, organizational, and analytical skills.

· Ability to meet SLAs, multitask, and work in a fast-paced environment.

· Good written and verbal communication skills.

· Basic understanding of HIPAA compliance.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Ability to commute/relocate:

• Phoenix, AZ 85016: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• mailroom operations : 3 years (Required)

Work Location: In person

Salary : $19 - $21