Mailroom Intake Clerk (Weekends)

WVU Medicine; Morgantown (WV); Hybrid; USD 32,000 - 42,000; Full time

Benefits offered by this job

Weekend hours

Holiday coverage

Job summary

PHH Peak Health Holdings in Morgantown, WV is seeking an Intake Clerk to support mail room operations and document processing. You will sort, scan, and route mail, ensuring HIPAA compliance and accurate data entry into systems. The role requires organizational skills and attention to detail in a fast-paced healthcare environment.

The position includes weekend work as needed and holiday coverage. Reporting to the Mail Room & Operations Intake Supervisor, you will help maintain efficient workflows

Qualifications

• High School diploma or equivalent.
• 1 year of admin, insurance, or customer service experience.
• Associate degree in healthcare or business preferred.
• 2+ years of admin, insurance, or customer service experience preferred.
• Experience in mail room operations, document intake, or related roles preferred.

Responsibilities

• Sorting, scanning, indexing, routing, printing, and mailing records per Medicare/business office standards.
• Assist incoming mail and deliver to departments; process outgoing mail.
• Ensure HIPAA compliance when processing incoming mail.
• Maintain HIPAA compliance when producing patient information.
• Log incoming/outgoing mail and track deliveries for reports.
• Receive, sort, and distribute mail and packages.
• Timely and accurate mail delivery to departments/individuals.
• Accurate data entry of document information into systems.
• Apply quality control to ensure data accuracy and completeness.
• Follow SOPs for document intake and processing.
• Follow security protocols for mail handling to prevent loss or theft.

Skills

HIPAA knowledge

Attention to detail

Organized

Multitasking

Microsoft Office

Relationship building

Education

High school diploma

Associate degree in healthcare or business

Tools

Microsoft Word

Excel

Office software

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:**Weekend work required. Holiday coverage as needed.**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**Equal Opportunity Employer**West Virginia University Health System and its subsidiaries (collectively \"WVUHS\") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.