Job Description

The Document Handling Specialist is responsible for preparing and processing claims that require paper submission, ensuring all necessary medical records are retrieved, attached, and mailed to payers. This role also handles incoming mail, scanning of all correspondence, and attaches documentation to the appropriate accounts within the EDI platform.

Essential Duties and Responsibilities

• Drop electronic claims to paper as required for payer submission.
• Pull and attach corresponding medical records from the document repository for claims.
• Prepare and mail complete claim packets to insurance payers, including necessary medical documentation.
• Process and scan all incoming (returned) mail.
• Accurately attach incoming medical records and correspondence to patient accounts in the EDI system.
• Maintain organized filing and documentation of mailed and scanned items.
• Ensure HIPAA compliance and confidentiality of patient information at all times.
• Communicate with internal teams to resolve missing or incomplete documentation.
• Track and report on mailing activity and claim submission status as needed.
• Index all physical and lockbox mail within the Laserfiche repository

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements

Knowledge, Skills, & Abilities

• Strong organizational and time management skills.
• Attention to detail and accuracy in document handling.
• Basic knowledge of HIPAA regulations.
• Proficiency with scanners, printers, and document management software.
• Ability to work independently and as part of a team.

Education & Experience Requirements

• High school diploma or equivalent; additional education in healthcare administration or billing is a plus.
• Experience in medical billing, claims processing, or health information management preferred.

Work Environment/Physical Demands

• Office-based.
• May require extended periods of sitting and computer use.
• Regular interaction with mail and scanning equipment.
• The employee must occasionally lift or move up to 20 pounds.