Mailroom Intake Clerk

WVU Medicine; Morgantown (WV); Hybrid; USD 21,000 - 26,000; Full time

Job summary

PHH Peak Health Holdings in Morgantown, WV, seeks an Intake Clerk to support the mail room and document intake processes. You will handle inbound/outbound mail, ensure HIPAA compliance, and maintain accurate records while supporting healthcare administration.

The role requires attention to detail, the ability to manage multiple tasks, and proficiency with MS Office. Shifts include weekends/holidays, with a 40-hour work week in a standard office setting.

Qualifications

• High School diploma or equivalent required.
• At least 1 year of administrative, insurance, or customer service experience.

Responsibilities

• Sort, scan, index, route, print, and mail Medicare and business office records.
• Assist with incoming mail and deliver to appropriate departments; process outgoing mail.
• Ensure HIPAA compliance when processing incoming mail.
• Maintain HIPAA compliance when handling patient information.
• Log incoming/outgoing mail and track deliveries for reporting.
• Receive, sort, and distribute mail and packages.
• Timely and accurate delivery of mail to departments or individuals.
• Accurate data entry of document information into relevant systems.
• Apply quality control measures to ensure data accuracy.
• Follow SOPs for document intake and processing.
• Follow security protocols for mail handling and document intake.

Skills

Attention to detail

Organizational skills

Multitasking

Customer service

Education

High School diploma or equivalent

Associate degree in healthcare or business-related field

Tools

Microsoft Office

Excel

Job description

Come join our Peak Health team at WVU Medicine as an Intake Clerk, contributing to the foundation for an innovative, new health plan. This position will report to the Mail Room & Operations Intake Supervisor, playing a unique and important role in our mission to change healthcare for the better. This role performs a wide range of administrative and support duties related to processing inbound and outbound customer transactions and/or documents, including claim forms, notifications, and communications that enter the mailroom in paper form, while maintaining compliance with HIPPA and CMS guidelines.**MINIMUM QUALIFICATIONS****:****EDUCATION, CERTIFICATION, AND/OR LICENSURE:**1. High School diploma or equivalent**EXPERIENCE:**1. At least One (1) year of administrative, insurance, or customer service experience**PREFERRED QUALIFICATIONS****:****EDUCATION, CERTIFICATION, AND/OR LICENSURE:**1. Associate degree in healthcare or business-related field**EXPERIENCE:**1. Two (2) plus years of administrative, insurance, or customer service experience.2. Previous experience in mail room operations, document intake, or related administrative roles, preferably within the healthcare or insurance industry**CORE DUTIES AND RESPONSIBILITIES:** The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.1. Sorting, scanning, indexing, routing, printing, and mailing records related to Medicare and business office standards.2. Assist with incoming mail and deliver to appropriate individuals and departments; processes outgoing mail.3. Ensure compliance with HIPPA guidelines when processing incoming mail.4. Maintain HIPPA compliance when producing patient related information.5. Log of incoming and outgoing mail and track deliveries for documentation and reporting purposes.6. Receiving, sorting, and distributing incoming mail and packages7. Timely and accurate delivery of mail to the appropriate departments or individuals8. Accurate and timely data entry of document information into relevant systems or databases9. Utilize quality control measures to ensure the accuracy and completeness of data10. Follow standard operating procedures (SOPs) for document intake and processing11. Follow security protocols for mail handling and document intake to safeguard against loss, theft, or unauthorized access**PHYSICAL REQUIREMENTS:** The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.1. Standing, walking, and movement will be required throughout the day.2. Ability to lift, pull or push up to 30 (thirty) pounds.**WORKING ENVIRONMENT:** The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.1. Standard office environment with electrical equipment (i.e., telephone, computer, fax machine, copier, postage machine, etc.)**SKILLS AND ABILITIES:**1. Knowledge of HIPPAA and privacy regulations2. Requires attention to detail, the ability to be organized and to be able to perform multiple tasks simultaneously.3. Proficiency with Microsoft Office Products, Word, Excel and other systems are needed to maintain system files and logs to be Medicare compliant.4. Demonstrated ability to build and retain relationships**Additional Job Description:**Must be available for various shifts to include weekends and holidays**Scheduled Weekly Hours:**40**Shift:****Exempt/Non-Exempt:**United States of America (Non-Exempt)**Company:**PHH Peak Health Holdings**Cost Center:**2912 PHH Mail Room**Address:**1085 Van Voorhis RdMorgantownWest Virginia