Document Distribution Coordinator

13 hours ago

Columbus, Ohio, United States SIHO Insurance Services, Inc. Full time
Job Summary

SIHO Insurance Services, Inc. is seeking a highly organized and detail-oriented Document Distribution Coordinator to oversee the distribution of documents and scanning of paper claims. This full-time position is responsible for organizing, categorizing, and managing all document distribution and scanning activities while ensuring compliance with established policies and procedures.

Key Responsibilities:

  • Document Distribution: Responsible for all aspects of mail distribution, including picking up, sorting, and processing mail and parcels. Operate mailing equipment and coordinate shipping and receiving services.
  • Scanning Operations: Organize, categorize, and scan paper claims using various internal systems. Establish and maintain policies for scanning, cataloging, and retrieving documents, ensuring all claims and correspondence are processed efficiently.
  • Printing: Manage internal and external printing projects, including binding and distribution.
  • Efficiency & Optimization: Continuously assess and optimize both document distribution and scanning processes. Participate in annual analyses to improve efficiency and suggest improvements that can reduce costs and enhance operations.
  • Cross-Training & Team Collaboration: Cross-train staff on distribution and scanning operations to ensure continuity of service. Coordinate with team members to ensure smooth operations, especially during breaks, lunches, and PTO.
  • Front Desk: This position will serve as a backup for the Front Desk Receptionist. It is responsible for covering the Front Desk Receptionist's breaks and PTO.
  • Equipment Management: Optimize the use of scanning equipment, ensuring it operates at full capacity. Work with IT and other departments to troubleshoot and enhance equipment performance.
  • Data Tracking & Reporting: Maintain accurate records of all incoming and outgoing mail, as well as scanned documents.
  • Policy & Procedure Management: Update and maintain policies and procedures related to document distribution, scanning, and other relevant areas. Ensure compliance with HIPAA guidelines and other regulatory requirements.
  • Special Projects & Additional Duties: Take on special projects and other duties as assigned by management, allowing for continuous growth and development within the company.

Requirements:

  • Strong Communicator: Ability to effectively communicate, both written and verbal, at all levels within SIHO, ensuring smooth operations and alignment across departments.
  • Detail-Oriented & Organized: Demonstrated ability to manage multiple tasks with a high degree of accuracy. Strong organizational skills are essential.
  • Educational Background: Associate degree or relevant experience in a Document Distribution Center/Scanning Control similar environment.
  • Tech-Savvy: High Level computer skills with Microsoft Excel and Word software. Familiarity with insurance claim forms (HCFA, UB, Dental) and experience with scanning systems is a plus.
  • Self-Starter: Ability to work independently in a fast-paced, dynamic environment, meeting tight deadlines and adapting to changing priorities.
  • Physical Capability: The ability to lift to 40 pounds without assistance is necessary for this role.
  • Professional Presence: Maintain a professional appearance and demeanor, representing SIHO positively in all interactions.
  • Commitment to Confidentiality: Uphold the highest standards of confidentiality in conformance with HIPAA guidelines.

Why SIHO?

At SIHO, you'll be joining a team that values innovation, efficiency, and collaboration. In this role, you'll have the chance to significantly impact our operations, streamline processes, and contribute to a company that values your contributions. If you're a forward thinker who thrives on making processes more efficient, we'd love to have you on board.

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