Correspondence Rep

Correspondence Representative

Location: Oklahoma City, OK

Schedule: Monday–Friday

Starting Pay: $15/hour

Position Summary

The Correspondence Representative plays a key role in supporting the daily operations of a medical billing department by accurately reviewing, routing, and processing incoming correspondence. This position ensures timely handling of documents, clear communication between departments, and accurate updates to patient records and billing systems.

Key Responsibilities

• Open, sort, and process all incoming physical and electronic mail.
• Review incoming correspondence to determine appropriate next steps and route items to the correct department for follow-up.
• Fulfill requests for billing statements and medical records in accordance with company procedures and confidentiality guidelines.
• Update patient demographic information in the billing system to ensure accuracy and completeness.
• Verify patient insurance eligibility using designated online portals and resources.
• Retrieve Explanation of Benefits (EOBs) from provided websites for billing and documentation purposes.
• Identify, document, and assist in resolving patient billing concerns in a professional and timely manner.

Qualifications

• Prior administrative, billing, or healthcare office experience preferred.
• Strong attention to detail and organizational skills.
• Ability to read, interpret, and route correspondence accurately.
• Excellent communication and customer service abilities.
• Proficiency with computer systems and comfort navigating multiple websites.
• Commitment to maintaining confidentiality and handling sensitive information appropriately.

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* Compose letters or electronic correspondence in reply to requests for merchandise, damage claims, credit and other information, delinquent accounts, incorrect billings, or unsatisfactory services. Duties may include gathering data to formulate reply and preparing correspondence.
* Maintain files and control records to show correspondence activities.
* Compose letters in reply to correspondence concerning such items as requests for merchandise, damage claims, credit information requests, delinquent accounts, incorrect billing, or unsatisfactory service.
* Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
* Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
* Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
* Compile data from records to prepare periodic reports.
* Route correspondence to other departments for reply.
* Present clear and concise explanations of governing rules and regulations.
* Process orders for goods requested in correspondence.
* Compose correspondence requesting medical information and records.
* Ensure that money collected is properly recorded and secured.
* Review correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.
* Compute costs of records furnished to requesters, and write letters to obtain payment.
* Obtain written authorization to access required medical information.
* Compile data pertinent to manufacture of special products for customers.
* Complete form letters in response to requests or problems identified by correspondence.
* Respond to internal and external requests for the release of information contained in medical records, copying medical records, and selective extracts in accordance with laws and regulations.
* Confer with company personnel regarding feasibility of complying with writers' requests.
* Type acknowledgment letters to persons sending correspondence.
* Prepare records for shipment by certified mail.
* Submit completed documents to typists for typing in final form, and instruct typists in matters, such as format, addresses, addressees, and the necessary number of copies.