Mail Room Specialist

6 days ago

Arlington Heights, United States EMS Management & Consultants Inc Full time
Job DescriptionJob Description

Who is EMS|MC

EMS|MC offers full-service revenue cycle management solutions and is the largest billing services provider focused exclusively on emergency medical services in the U.S. We offer services from software to hardware to billing services and everything in between.


For over 25 years, our high-quality service, results and customer-centric approach have set the standard in professional EMS billing. We have an emphasis on patient satisfaction and our client customization enables us to fulfill our mission of providing value-added, innovative financial services that enhance the delivery of a cost-effective EMS system.


With this level of specialization, we have built a team of dedicated, industry-leading experts with unprecedented experience to maximize our clients EMS revenue.


Why EMS|MC:

  • Career development plans and employee resource groups
  • Weekly wellness seminars
  • Comprehensive benefit package including medical, dental, vision and life insurance
  • All equipment provided

You'll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in.


Job Type: Full-time

Location: On-Site - Arlington Heights, IL


Title: Mailroom Specialist I


About the role:

This position is responsible for processing incoming and outgoing mail including sorting and scanning client payments and correspondence. This position reconciles physical payments received by EMSMC on behalf of clients, reconciles them to EMSafe, and prepares deposits and other client-specific deliverables in accordance with client requirements, company standards, and compliance regulations.


As a Mailroom Specialist I with EMS|MC, you will:

  • Open, sort, and distribute incoming mail, including payments, denials, correspondence, etc. Do not open mail delivered to confidential P.O. Box or identified in a manner that suggests it may be confidential. This mail should be set aside and delivered to the appropriate personnel.
  • Obtain payments & correspondence from various sources; scan into software program
  • Prepare payments for deposit into client bank accounts, including electronic transfer, in a timely and accurate manner and in accordance with client requirements
  • Identify check and payor errors and address with appropriate internal and/or external persons to correct the problem
  • File checks (for non-deposit clients), explanations of benefits, and other misc. correspondence in a secure manner until ready for mailing
  • Prepare and sign off on daily courier chain of custody for deposit accuracy and secure transfer of deposits
  • Prepare weekly client deliverables ensuring accuracy, timeliness, and completeness and reconciliation of payments
  • Conduct all job tasks, duties, and interactions with professionalism, respect, a positive attitude, and in accordance with company compliance policies and applicable government regulations
  • Consistently support and demonstrate the company mission and values.
  • Populate data fields from scanned images in order to link the image to the claim in billing system
  • Process & track mail (including certified mail) in a timely and accurate manner
  • Provide administrative support for other departments as needed
  • Scan documents into software program
  • Perform other necessary tasks as assigned by direct leader or department manager
  • May be required to work Saturdays when month end falls on Saturday, Sunday, or Monday




You will be successful in this role if you:

  • High School Diploma
  • Strong sense of confidentiality and professionalism regarding financial information and PHI
  • Flexibility to work extended hours to support the business as required
  • Strong sense of teamwork, strong interpersonal skills, and the ability to maintain composure in a fast-paced, high-pressured environment
  • Ability to learn, understand, and work within specific client requirements
  • Highly organized and multi-tasking with ability to manage time and prioritize work
  • Good communication and critical thinking skills
  • Ability to function well within a cross-functional team setting and independently
  • Willing and able to adapt to changes in work environment, procedures, priorities, and job duties

Key skills we hope you have:

  • Strongly prefer prior experience in payment handling and/or mailroom or lockbox procedures
  • Prior experience in reconciliation, scanning/imaging, and/or data entry
  • Knowledge of HIPAA requirements and regulations
  • Working knowledge of Excel and Adobe Acrobat

Working Environment/Physical Requirements

  • General office environment
  • Typing, sitting, standing, walking, some light lifting
  • Use of basic office equipment such as computer, fax, printer, copier, telephone, scanner
  • Some use of postage machine
  • Sometimes required to work long hours and weekends without advanced notice

EMS|MC is an equal opportunity employer that does not discriminate based on race, color, religion, sex or gender, gender identity or expression, sexual orientation, national origin, age, disability status, veteran status, genetic information, or any other legally protected status.


We believe that a diverse workforce fosters innovation and creativity, enriches our culture, and enables us to better serve the needs of our clients and communities. We welcome and encourage individuals of all backgrounds, perspectives, and abilities to apply.



PI5750c2abe1c6-25405-35659742

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