Document Distribution Coordinator

SIHO Insurance Services; Columbus (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

SIHO Insurance Services in Columbus, Indiana, is seeking a Document Distribution Coordinator for our office-based, full-time team. You will organize, categorize, and manage mail distribution, scanning paper claims, and printing projects while ensuring adherence to HIPAA and internal policies.

You will work with IT and other departments to optimize equipment, back up the Front Desk during breaks, and participate in special projects.

Qualifications

• Associate degree or relevant experience in a Document Distribution Center/Scanning Control environment.
• Strong communication skills, written and verbal, across departments.
• Ability to work independently in a fast-paced setting and meet tight deadlines.

Responsibilities

• Document Distribution: manage mail distribution, sorting, and recording activities.
• Scanning Operations: organize, categorize, and scan paper claims; maintain scanning policies.
• Printing: oversee internal and external printing projects, binding, and distribution.
• Cross-Training & Team Collaboration: cross-train to ensure continuity of service.
• Front Desk: serve as backup for Front Desk Receptionist during breaks/PTO.
• Equipment Management: optimize scanning equipment and troubleshoot with IT.
• Reporting: keep records of mail and scanned documents in line with HIPAA and SOC 1 Type II.
• Special Projects & Additional Duties: take on projects as assigned by management.

Skills

Strong Communicator

Detail-Oriented

Self-Starter

Tech-Savvy

Education

Associate degree or related experience

Tools

Microsoft Excel

Microsoft Word

Job description

Job Title: Document Distribution Coordinator
Reports To: Facilities Manager

Position Overview:

This full-time, non-exempt position is vital to the efficient operation of SIHO’s document management processes. The location of the position is in SIHO’s Columbus Office and is not eligible for remote work. As the Document Distribution Coordinator, your role will include organizing, categorizing, and managing all document distribution and scanning activities while ensuring compliance with established policies and procedures. You’ll have the opportunity to influence company-wide processes and contribute to SIHO’s continued success.

Key Responsibilities:

• Document Distribution: Responsible for all aspects of mail distribution, including picking up, sorting, and processing mail and parcels. Operate mailing equipment and coordinate shipping and receiving services. Ensure accurate tracking and recording of all mail activities.
• Scanning Operations: Organize, categorize, and scan paper claims using various internal systems. Establish and maintain policies for scanning, cataloging, and retrieving documents, ensuring all claims and correspondence are processed efficiently.
• Printing: Manage internal and external printing projects, including binding and distribution.
• Cross-Training & Team Collaboration: Crosstrain on distribution and scanning operations to ensure continuity of service. Coordinate with team members to ensure smooth operations, especially during breaks, lunches, and PTO.
• Front Desk: This position will serve as a backup for the Front Desk Receptionist. It is responsible for covering the Front Desk Receptionist’s breaks and PTO.
• Equipment Management: Optimize the use of scanning equipment, ensuring it operates at full capacity. Work with IT and other departments to troubleshoot and enhance equipment performance.
• Reporting: Maintain accurate records of all incoming and outgoing mail, as well as scanned documents to Ensure compliance with HIPAA guidelines and other regulatory requirements (SOC 1 Type II)
• Special Projects & Additional Duties: Take on special projects and other duties as assigned by management, allowing for continuous growth and development within the company.

What We're Looking For:

• Strong Communicator: Ability to effectively communicate, both written and verbal, at all levels within SIHO, ensuring smooth operations and alignment across departments.
• Detail-Oriented & Organized: Demonstrated ability to manage multiple tasks with a high degree of accuracy. Strong organizational skills are essential.
• Educational Background: Associate degree or relevant experience in a Document Distribution Center/Scanning Control similar environment.
• Tech-Savvy: High Level computer skills with Microsoft Excel and Word software. Familiarity with insurance claim forms (HCFA, UB, Dental) and experience with scanning systems is a plus.
• Self-Starter: Ability to work independently in a fast-paced, dynamic environment, meeting tight deadlines and adapting to changing priorities.
• Physical Capability: The ability to lift to 40 pounds without assistance is necessary for this role.
• Professional Presence: Maintain a professional appearance and demeanor, representing SIHO positively in all interactions.
• Commitment to Confidentiality: Uphold the highest standards of confidentiality in conformance with HIPAA guidelines.

Why Join Us?

At SIHO, you’ll be joining a team that values innovation, efficiency, and collaboration. In this role, you’ll have the chance to significantly impact our operations, streamline processes, and contribute to a company that values your contributions. If you’re a forward thinker who thrives on making processes more efficient, we’d love to have you on board!