Impactful Document Intake & Mail Operations Specialist

pacificsource; Bend (OR); On-site; USD 40,000 - 64,000; Full time

Job summary

PacificSource seeks an experienced professional to oversee enterprise document intake and vendor-supported mail operations. You will ensure inbound communications are received, routed, tracked, and processed per standards and SLAs in a healthcare setting.

You will monitor OCR performance, indexing accuracy, and routing effectiveness, while investigating and resolving exceptions and delivery issues. Travel is possible to support operations across sites.

Qualifications

• Minimum of 3 years of experience in document management, mail operations, records management, healthcare operations, or related business operations functions.
• Experience supporting vendor-managed services, document processing workflows, operational quality controls, and process improvement initiatives preferred.

Responsibilities

• Oversee daily document intake operations to ensure timely and accurate processing of inbound communications.
• Monitor vendor scanning, imaging, and mail processing services to ensure quality and service level compliance.
• Manage PO Box administration and inbound mail handling processes.
• Monitor OCR performance, image quality, indexing accuracy, and document routing effectiveness.
• Investigate and resolve document intake exceptions, processing issues, and routing discrepancies.
• Coordinate returned mail activities and support resolution of delivery or address-related issues.
• Track document intake service levels and operational performance metrics.
• Support document indexing, classification, and routing processes to ensure accurate workflow distribution.
• Develop and maintain operational metrics, reports, and performance dashboards.
• Identify and recommend process improvements to enhance efficiency, quality, and operational effectiveness.
• Assist with vendor onboarding, implementation, and operational transition activities.
• Support workflow documentation and maintenance of standard operating procedures.
• Participate in quality assurance reviews and process audits.
• Coordinate issue resolution efforts with business units and operational stakeholders.
• Meet department and company performance and attendance expectations.
• Follow the PacificSource privacy policy and HIPAA laws and regulations concerning confidentiality and security of protected health information.

Skills

Adaptability

Building Customer Loyalty

Building Strategic Work Relationships

Building Trust

Continuous Improvement

Contributing to Team Success

Planning and Organizing

Work Standards

Accountability

Collaboration

Communication

Flexibility

Listening

Organizational Skills/Planning

Problem Solving

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

PacificSource seeks an experienced professional to oversee enterprise document intake and vendor-supported mail operations. You will ensure inbound communications are received, routed, tracked, and processed per standards and SLAs in a healthcare setting.

You will monitor OCR performance, indexing accuracy, and routing effectiveness, while investigating and resolving exceptions and delivery issues. Travel is possible to support operations across sites.