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Company Name : Hawaii Dental Service
Location : Honolulu, HI 96813
Position : Mailroom Clerk
Job Description : POSITION SUMMARY
Under the direction and supervision of the Membership Services and Mailroom Manager, performs duties related to mail distribution, hard copy claim preparation, print and support services and operations of mailroom equipment. Assures timely processing of company incoming and outgoing mail. Troubleshoots, researches and resolves issues related to mailroom equipment operation, timely distribution of mail, and printing and support services by maintaining effective working relations with internal and external customers and vendors. Assists the Membership Services and Mailroom Manager in meeting departmental and company goals and objectives.
ESSENTIAL DUTIES AND RESPONSIBILITIES Prepares and applies Dental Claims’ criteria for sorting daily incoming hard copy claims. Starts the tracking of claims inventory by stamping date control and batch number to each claim prior to forwarding to Dental Claims for imaging and data entry. Prepares and begins the printing function of the Explanation of Benefits (EOB) by processing the job through certified applications, generating the statements, reports, and tray labels required to present to the US Postal Service. Receives, reviews and applies the mailroom criteria for sorting daily incoming mail for distribution to various departments, including dental claim forms submitted for payment of services. Retrieves daily outgoing mail from departments and assures timely mail out of outgoing pieces; allocates postage for pieces to the appropriate postage tracking account Prepares and begins the printing functions of multiple job types within Mailroom Operations by processing the jobs through their various applications and generating statements and reports for reconciliation. Prepares print jobs for mailing according to US Postal Service standards. The various types of applications include, but are not limited to:
Explanation of Benefits
Subscriber ID Cards
PreAuthorizations
QuickBites
1099 Financial Statements
HDS Individual Dental Plan – Welcome and Renewal Packets
Non-Par Dentist Letters
Bills and Invoices for employer groups
Procedure Code Guidelines (PCG)
Provider/Member checks
Contract Renewals
Medicaid mailouts
Notice of Privacy Practice
Customer letters and other notifications
Executive letters/packets
Notice of Denial letters
Periodic notices to participating dentists
Process mail returns for commercial, Medicare, and Medicaid business:Update members address for mail returnsUpdate the dental TPA 1179 file for Medicaid return mail with forwarding address Operates and maintains the Feeder/Folder/Inserter machine capabilities including the JetVision back-end camera and imaging functions, to include file management and retrieval processes. Receives special printing and/or mail out work request orders from internal departments. Collaborates with the requesting department to assure that the work request order is met in accordance to the processing requirements, deadlines and details that are provided by the requestor. Monitors and maintains proper level of printing and mail supplies for the print room including paper, toner, envelopes and postage. Delivers paper supply to departments within the company. Provides clerical support services as requested for other departments, including preparation of eligibility enrollment documents to be imaged, filing of documentation identified for various departments, preparation of large mail outs for other departments as needed, etc. Logs, maintains and reconciles postage balances for the various accounts and initiates the request for additional funds as needed. Records and tracks number of outgoing mail pieces by account/categories. Monitors and maintains proper level of mailing supplies for bulk mailing including postage, envelopes, trays and other mailing supplies for Explanation of Benefits, Remittance Advices, Monthly Newsletters, ID cards, etc. Applies the departmental policy and procedures regarding safety controls in preventing injury when lifting, pushing and pulling of mail cart and/or using the mailroom equipment, including the postage meter machine, date stamper, electronic mail opener, folding machine, electronic stapler
Other Duties & Responsibilities Performs special projects or other related duties as required or assigned by the Membership Services and Mailroom Manager. Identifies opportunities to increase operational effectiveness and efficiency of the department and increase value of HDS products. Completes routine administrative tasks. Provides administrative support (filing, imaging, etc.) for the department. Other miscellaneous duties and responsibilities as assigned.
MINIMUM QUALIFICATIONS AND EXPERIENCE
Education
High School Diploma or equivalent.
Experience
At least one-year clerical experience or any combination of education and experience which would provide the necessary knowledge, skills and abilities to meet the minimum qualifications to perform the essential functions of this position.
Skills and Knowledge: Working knowledge of PC applications (i.e. word processing and spreadsheets) highly desirable Ability to maintain focus and attention to detail Ability to handle multiple tasks with distractions Ability to troubleshoot when numbers don’t balance Ability to communicate orally and in writing with all levels of staff, customers and vendors Ability to handle all information in a confidential manner and in compliance with federal and state laws/regulations (i.e., HIPAA, PHI).
Note: The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualification of employees assigned to this job. Hawaii Dental Service has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.
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