Job Description

Join Our Team at Peachtree Orthopedics and Help Others "Get Better"
At Peachtree Orthopedics, we're on a mission to make a difference in healthcare, and we're looking for dedicated individuals to join our team. With 9 convenient offices across Greater Atlanta, we're committed to providing top-notch care and your skills and passion can make a real impact. We're not the largest practice in Atlanta, but we take pride in delivering dedicated and compassionate care to everyone who walks through our doors. If you're ready to be part of a team that values your contribution and offers room for growth, consider joining us in our mission to help others "Get Better."

Our Culture
Peachtree Orthopedics has a rich history of 70 years in business and has earned recognition as a Top Workplace by the Atlanta Journal Constitution for 6 consecutive years. We take pride in our family-oriented, dedicated, passionate, and hardworking culture. When you join our team, you become a part of a community that values excellence in healthcare while working in a supportive and nurturing environment.

Why Choose Peachtree Orthopedics?
At Peachtree Orthopedics, we offer more than a job; we offer an opportunity to be part of something extraordinary:

• Limitless Growth: Propel your career with abundant professional development opportunities within our dynamic organization.
• Empathetic Culture: Immerse yourself in a supportive, lively work culture that values your well-being and celebrates your contributions.
• Dedication to Excellence: Join a team of like-minded individuals who share your commitment to delivering top-notch care to our cherished patients.

Your Impactful Role
The Mail Processing Specialist plays a vital role in ensuring all incoming and outgoing mail is accurately received, processed, and distributed. This position requires strong organizational skills, attention to detail, and the ability to work efficiently with various teams to maintain accurate records and ensure timely handling of documents. The role also involves digital document management, payer-related correspondence handling, and compliance with USPS tracking tools.

• Ensure all incoming mail is received, sorted, and processed daily.
• Ensure all PO locations have adequate mail related supplies that are labeled and accessible.
• Collaborate with all internal departments to provide any support training as needed.
• Digitally scan and upload payer-related documents into the appropriate systems.
• Identify and prioritize payer-related correspondence, such as insurance claims, payment notices, and audit checks.
• Utilize USPS tracking tools, including Informed Delivery and Informed Visibility, to monitor expected mail and resolve discrepancies.
• Maintain digital records by categorizing and filing documents in all designated PO systems: Athena, Microsoft Teams, etc.
• Escalate unknown or unclassified documents to the Mail Processing Mgr for further review.
• Collaborate with internal departments to resolve missing or delayed mail inquiries.
• Adhere to HIPAA and company security policies when handling sensitive information.
• Essential Duties and Responsibilities
• Mail Handling & Processing
• Receive, open, and categorize incoming mail for accurate routing.
• Apply department, location, and date stamps to documents before processing.
• Sort and distribute mail to appropriate teams, preventing backlogs or misplaced documents.
• Use pre-stamped blue enterprise envelopes for interoffice correspondence.
• Digital Document Management
• Scan and upload payer-related documents to Athena and the Post Office Inbound Mail Teams Group.
• Verify document clarity, completeness, and correct categorization before submission.
• Track and manage document movement, ensuring completed files are placed in the Completed Green Folder.
• Payer Mail & Unknown Document Handling
• Identify payer-related documents and escalate urgent items to the appropriate department.
• Cross-check insurance claims and patient information using Athena and QuickView before processing.
• Follow the unknown document workflow for unidentifiable mail and escalate unresolved cases.
• Compliance & Quality Control
• Ensure mail handling procedures comply with HIPAA and internal security policies.
• Maintain accurate logs of processed mail for tracking and auditing purposes.
• Proactively monitor USPS tracking dashboards for expected mail and report discrepancies.
• Collaboration & Communication
• Work closely with the Mail Processing Manager, Department Managers, Courier, and Executive Leadership to improve workflows.
• Serve as the primary point of contact for mail-related tracking inquiries.
• Assist departments in locating misplaced or misrouted mail.
• Participate in training sessions and meetings to stay updated on procedural changes.
• Required Knowledge, Skills, and Abilities
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

• High school diploma or general education degree (GED).
• One year of customer service experience in a high volume, multi-unit medical practice.
• Knowledgeable in basic clinical functions, administrative practices, and operational procedures in a medical setting.

Physical Demands and Work Conditions:  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. While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and speak. The employee is occasionally required to stand, walk; reach with hands and arms, stoop, or kneel. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Peachtree Orthopedics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Tags

Full time, Immediate start,

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