Medical Mail Clerk

Medical Mail Clerk

Job Summary:
We are seeking a detail-oriented and organized Medical Mail Clerk to join our Team! The ideal candidate will be responsible for managing incoming and outgoing mail, including various types of correspondence typical for an outpatient medical clinic setting. This position plays a crucial role in ensuring efficient communication and document handling within our organization.

Essential Duties and Responsibilities:

• Process and distribute incoming mail, including legal requests, medical record requests, and official correspondence
• Open, sort, and channel different types of mail and e-faxes to appropriate departments or individuals
• Date and time stamp all received mail daily to maintain accurate records
• Manage outgoing mail, including preparing and processing mass mailings when necessary
• Create and maintain a service request database to track frequency of services needed and maintenance performed on mailroom equipment
• Assist with scanning checks and other documents onto network drives
• Troubleshoot mailroom equipment malfunctions and coordinate maintenance as needed
• Help with patient outreach and retention efforts
• Run reports and maintain spreadsheets related to mail received and processed
• Triage email boxes and create support tickets using internal systems or EMR/EHR software
• Manage support ticket bins/EMR/EHR cases to process fulfillment requests
• Adhere to policies and procedures related to mail handling and confidentiality
  
  

Required Qualifications:

• High school diploma or equivalent
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office Suite, particularly Excel for spreadsheet management
• Ability to operate postage machines and other mailroom equipment
• Excellent communication and customer service skills
• Ability to work well under pressure and in a fast-paced environment
• Basic knowledge of medical terminology and HIPAA regulations
  
  

Preferred Qualifications:

• Previous experience in a medical office or mailroom setting
• Familiarity with electronic health record systems and medical office software
• Experience with EMR/EHR systems and support ticket management
  
  

Physical Requirements:

• Ability to lift and carry up to 25 pounds
• Prolonged periods of sitting and standing
• Frequent bending, reaching, and fine motor skills required
  
  

This position reports to the Mailroom Supervisor or Office Manager and requires a high level of accuracy and confidentiality in handling sensitive medical information. The ideal candidate will be able to work independently and as part of a team to ensure smooth operations of our clinic's mail and document management processes.