Mailroom & Accounts Receivable Support Specialist

Description

At Barbour Orthopaedics & Spine , we are committed to delivering exceptional orthopedic and spine care while creating an outstanding experience for every patient we serve. Behind every successful patient encounter is a strong operational team that ensures information, payments, and documentation are handled accurately and efficiently.

We are seeking a Mailroom & Accounts Receivable Support Specialist who thrives on organization, accuracy, and accountability. This role is ideal for someone who enjoys managing details, solving payment-related mysteries, maintaining documentation integrity, and supporting revenue cycle operations that directly impact the financial health of a growing healthcare organization.

If you are highly organized, detail-oriented, and take pride in ensuring important information reaches the right people at the right time, we would love to meet you.

Responsibilities:

Mail Processing & Document Management

- Collect, open, sort, scan, categorize, and distribute incoming mail accurately and efficiently.
- Identify and route payments, remittances, refund requests, legal correspondence, medical record requests, and other financial documents to the appropriate department or team member.
- Maintain organized mailroom workflows that support timely operational processing.

Payment Identification & Documentation Integrity

- Match checks, EOBs, EORs, remittance documentation, and correspondence to the appropriate patient account, claim, case, invoice, payer, attorney, employer, Workers' Compensation carrier, or responsible party.
- Ensure all payment documentation is complete, organized, and readily accessible.
- Maintain accurate records to support revenue cycle activities and financial accountability.

Payment Research & Resolution Support

- Investigate unidentified, incomplete, or unsupported payments using available resources.
- Obtain missing remittance information and supporting documentation whenever possible.
- Escalate unresolved issues appropriately to support timely resolution and reduce aging items.

Accounts Receivable Administrative Support

- Complete assigned payment follow-up activities accurately and within departmental expectations.
- Research payment status information including: Issued checks
- EFT payments
- ACH transactions
- Payment dates
- Remittance documentation

- Thoroughly document findings to support collection efforts and payment reconciliation activities.

Documentation, Tracking & Reporting

- Maintain payment logs, mail logs, tracking spreadsheets, account notes, and status reports.
- Document research findings, follow-up actions, and payment updates within designated systems.
- Support transparency, workflow management, and effective team communication.

Compliance & Financial Stewardship

- Handle confidential patient, financial, and business information in accordance with HIPAA requirements and organizational policies.
- Identify and escalate payment discrepancies, duplicate payments, incorrect payees, missing checks, and other financial concerns.
- Help safeguard organizational assets through accurate documentation and adherence to established controls.

Team Collaboration & Operational Excellence

- Partner with Accounts Receivable staff, leadership, insurance carriers, law firms, employers, and other stakeholders.
- Maintain clear and professional communication to facilitate timely payment processing and issue resolution.
- Contribute to a positive, solutions-focused team environment.

Additional Responsibilities

- Take ownership of new priorities and responsibilities as business needs evolve.
- Exercise sound judgment, remain adaptable, and focus on achieving organizational goals and desired outcomes.

What Makes You Successful

You are someone who:

- Enjoys working with details and maintaining accuracy.
- Takes pride in staying organized and keeping workflows moving.
- Communicates professionally and confidently.
- Can manage multiple priorities without sacrificing quality.
- Approaches problems with curiosity, persistence, and accountability.
- Understands the importance of confidentiality and financial stewardship.
- Works independently while collaborating effectively with others.

Requirements

Minimum Qualifications:

- High school diploma or equivalent.
- Strong attention to detail and organizational skills.
- Ability to accurately process and appropriately distribute checks, financial documents, and confidential correspondence while maintaining a high level of discretion and confidentiality.
- Basic computer literacy and solid data-entry skills, including the ability to accurately enter and maintain information in the appropriate systems or spreadsheets

Preferred Qualifications:

- Previous experience in healthcare administration, medical billing, payment posting, mailroom operations, or Accounts Receivable.
- Familiarity with medical insurance EOBs, EORs, remittance advice, and healthcare reimbursement processes.
- Experience working with Workers’ Compensation, Personal Injury, orthopedic practice billing, or healthcare Revenue Cycle operations.
- Experience with NextGen, Electronic Health Records (EHR), Practice Management Systems (PMS), or similar healthcare software.
- Basic understanding of medical claims processing and reimbursement workflows.

Why Join Barbour Orthopaedics & Spine?

At Barbour Orthopaedics & Spine, every team member plays a meaningful role in supporting exceptional patient care. We are building a culture of accountability, teamwork, continuous improvement, and service excellence. This is an opportunity to join a growing organization where your attention to detail and dedication will directly contribute to operational success and an exceptional patient experience.