Mail Room and Operations Intake Supervisor

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate degree in healthcare, business, or related field OR three (3) years' experience in a healthcare/health insurance setting.

EXPERIENCE:

1. Three (3) years of administrative work in a professional setting

2. Two (2) years of familiarity with health insurance operations

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor degree in healthcare, business, or related field OR 5 (five) years' experience in a healthcare/health insurance setting.

EXPERIENCE:

1. Excellent attention to detail and accuracy in data entry and document processing

2. Previous experience in mail room operations, document intake, or related administrative roles, preferably within the healthcare or insurance industry

3. Excellent attention to detail and accuracy in data entry and document processing.

4. Exceptional leadership and interpersonal skills to effectively manage a team and collaborate with cross-functional departments

5. Proficient in using office productivity tools and document management systems

6. Excellent written and verbal communication skills

7. Knowledge of privacy regulations, such as HIPAA, and familiarity with security protocols in document handling

8. Strong problem-solving and decision-making abilities

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. Oversee the daily operations of the mail room, including receiving, sorting, and distributing incoming mail and packages

2. Ensure timely and accurate delivery of mail to the appropriate departments or individuals

3. Maintain a log of incoming and outgoing mail and track deliveries for documentation and reporting purposes

4. Coordinate with couriers and postal services to ensure seamless mail handling

5. Identify and implement process improvements to enhance efficiency and productivity within the mail room

6. Supervise a team responsible for receiving and processing documents related to health plan insurance, such as enrollment forms, claims, and other sensitive information

7. Ensure accurate and timely data entry of document information into relevant systems or databases

8. Implement quality control measures to ensure the accuracy and completeness of data

9. Collaborate with other departments to resolve any issues or discrepancies related to document intake and processing

10. Develop and maintain standard operating procedures (SOPs) for document intake and processing

11. Provide guidance, training, and support to the mail room and intake staff

12. Conduct regular performance evaluations and address any performance-related concerns

13. Develop and maintain a staffing schedule to ensure adequate coverage during operational hours

14. Foster a positive and collaborative work environment that promotes teamwork and high-quality service delivery

15. Ensure compliance with privacy regulations and maintain strict confidentiality of sensitive information

16. Implement and enforce 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 Must be able to lift or move 10 (ten) 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

SKILLS AND ABILITIES:

1. High attention to detail

2. Knowledge of HIPPAA and privacy regulations

3. Excellent written and oral communication

4. Demonstrated ability to build and retain relationships

5. Attention to detail

6. Proficiency with Microsoft Office

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

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.