HIPAA-Compliant Mail & Document Processing Specialist

Automatic Data Processing, Inc.; Pensacola (FL); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Full benefits package including health

Job summary

Automatic Data Processing, Inc. is seeking a Mail Processing Specialist to support legal record-retrieval operations. You will process incoming mail and electronic documents while ensuring accuracy, security, and timely routing to the correct departments.

Responsibilities include reviewing materials, naming files, creating database notes, and coordinating with Retrieval, Follow-Up, and Accounting teams. The role emphasizes confidentiality, attention to detail, and adherence to HIPAA and privacy

Qualifications

• High school diploma or GED equivalent.
• Strong computer, keyboarding, data-entry, and document-review skills.
• Strong attention to detail, organization, communication, and follow-through.
• Ability to follow written procedures, maintain accurate records, manage changing priorities, and work independently.
• Ability to maintain confidentiality when handling protected health information and sensitive legal documents.
• Ability to sit, stand, walk, bend, reach, and perform repetitive typing, scanning, sorting, and document-handling tasks throughout the workday.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving and critical thinking skills with a solutions-oriented mindset
• Ability to collaborate effective across multiple departments and with different levels of leadership.

Responsibilities

• Receive, review, sort, scan, download, rename, convert, upload, and route incoming physical and electronic documents.
• Match materials to the correct request, patient, facility, and firm.
• Confirm that files are complete, readable, properly oriented, accurately named, and saved in the correct location.
• Create accurate database notes documenting completed work, request status, file locations, passwords, page counts, concerns, and next steps.
• Create follow-up tasks, concern tasks, re-verification requests, and escalations when needed.
• Contact healthcare facilities or other authorized parties for missing information, passwords, or clarification.
• Promptly report incomplete, incorrect, damaged, unreadable, or improperly delivered materials.
• Retrieve and move mail totes throughout the department and between designated office areas.
• Scan paper documents and prepare materials for electronic processing.
• Deliver records, checks, correspondence, and other materials to the appropriate departments.
• Carry confidential shred materials across the building to the designated secure disposal area.
• Lift, move, place, and remove mail totes, files, document containers, and boxes from shelves.
• Prepare CDs and USB drives for shipment, including backups, labels, envelopes, and
• Maintain an organized, secure, and functional mail-processing workspace
• Communicate assignments, workload status, rush requests, processing concerns, and incomplete work through Microsoft Teams and other approved systems.
• Coordinate with Retrieval, Follow-Up, Accounting, Fulfillment, Quality Assurance, and other departments.
• Complete daily production reports, workload counts, and end-of-day documentation accurately and on time.
• Manage changing priorities while maintaining reliable attendance and timely completion of assigned work.

Skills

Data-entry

Attention to detail

Confidentiality

Communication

Microsoft Office

Independent work

Team collaboration

Multitasking

Documentation

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

Automatic Data Processing, Inc. is seeking a Mail Processing Specialist to support legal record-retrieval operations. You will process incoming mail and electronic documents while ensuring accuracy, security, and timely routing to the correct departments.

Responsibilities include reviewing materials, naming files, creating database notes, and coordinating with Retrieval, Follow-Up, and Accounting teams. The role emphasizes confidentiality, attention to detail, and adherence to HIPAA and privacy