Mail Processing Specialist

Job Description

Job Description

Job Description

Job Title: Mail Processing Specialist

Department: Organization Development

Reports To: Organization Development Operations Manager

FLSA Status: Non-Exempt

Approval Date: June 2, 2026

Summary

The Mail Processing Specialist is responsible for ensuring incoming and outgoing mail is accurately received, processed, tracked, scanned, and distributed in a timely manner. This role supports daily mailroom operations, digital document management, payer-related correspondence handling, USPS tracking, and interdepartmental communication while maintaining compliance with HIPAA and organizational security standards.

Essential Duties and Responsibilities

• Receive, open, sort, categorize, and distribute incoming and outgoing mail daily to the appropriate department, location, or recipient.
• Ensure all Peachtree Orthopedics locations have adequate mail-related supplies that are labeled, organized, and accessible.
• Apply department, location, and date stamps to documents prior to processing and maintain accurate logs for tracking and auditing purposes.
• Scan and upload payer-related documents into appropriate systems, including Athena and the Post Office Inbound Mail Teams group, ensuring clarity, completeness, and proper categorization.
• Identify and prioritize payer-related correspondence, including insurance claims, payment notices, audit checks, and other urgent items; escalate as appropriate.
• Use USPS tracking tools, including Informed Delivery and Informed Visibility, to monitor expected mail, investigate discrepancies, and resolve missing or delayed mail inquiries.
• Maintain digital records by categorizing and filing documents in designated systems, including Athena, Microsoft Teams, and other approved organizational platforms.
• Follow established unknown-document workflows by researching unclassified items, cross-checking information in Athena and QuickView, and escalating unresolved documents to the Mail Processing Manager.
• Collaborate with the Org Development Operations Manager, Department Managers, Courier, Executive Leadership, and internal departments to support workflow improvement and resolve mail-related concerns.
• Serve as a point of contact for mail-related tracking inquiries and assist departments in locating misplaced or misrouted mail.
• Adhere to HIPAA, company security policies, and internal mail handling procedures when working with sensitive information.
• Provide courier coverage as needed.
• Other duties as assigned.

Qualifications

• High school diploma or general education degree (GED) required.
• Minimum one year of customer service experience in a high-volume, multi-unit medical practice preferred.
• Experience with MS Word, Outlook, Athena, electronic medical records, Microsoft Teams, scanning, and digital document management preferred.
• Ability to manage high volumes of mail and documentation efficiently in a fast-paced environment while maintaining accuracy and confidentiality.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Certificates, Licenses, Registrations

None required.

Physical Demands & Work Environment

This position is based in both an office and mailroom environment and requires employees to regularly sit, stand, walk, use their hands, communicate verbally, hear, and perform tasks requiring close visual attention. Employees may occasionally be required to reach, stoop, kneel, crouch, or crawl. The role also requires the ability to occasionally lift and/or move items weighing up to 50 pounds. Employees must be able to efficiently process and handle high volumes of mail in a fast-paced environment while maintaining accuracy and productivity. The position involves working around postal and mailroom equipment, and the work environment is typically characterized by a moderate noise level.

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