Mail Processor/Batcher/Scanner Operator

Job Title: Mail Processor/Batcher/Scanner Operator

Location: Portsmouth, NH

Job Purpose:

The Mail Processor/Batcher/Scanner Operator is responsible for performing all mail sorting/payment/scanning duties as assigned.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Update patient demographics, insurances and billing in accordance with HAP’s policies and procedures
  • Pick up and deliver mail to/from Post Office
  • Sort mail by clients, assign batch number and batch in accordance with client requirements
  • Distribute mail to appropriate teams
  • Ensure cash totals match check totals, following HAP process
  • Review payment inquiries from HAP departments and clients and resolve issues within 24 hours
  • Receive and batch all incoming paper charges; create hash totals and scan for charge entry
  • Communicate unresolved issues to supervisor
  • Take responsibility for meeting HAP’s daily completion deadlines
  • Process remote deposits utilizing correct bank machine and process within two days of receipt
  • Ensure remote deposit balances with deposit total
  • Enter deposit information on client cash log or provide information to Reimbursement Liaison

Additional Functions: 

  • Follow procedures for accessing and processing lockbox accounts
  • Send cash flow information to clients and HAP departments within specific requirements
  • Create and process deposits in accordance with client’s and HAP’s policies and requirements
  • Follow return check process for payments that need to be returned to patient
  • Prepare batch for scanning and scan if needed
  • Interpret Explanation of Benefits for all types of insurances
  • Utilize HAP’s billing software, Codia, Clearinghouse and other vendors as needed to perform assigned duties
  • Process outgoing mail in accordance with HAP and vendor requirements
  • Process outgoing claims and letters, including pulling attachments required
  • Achieve 100% productivity rating and quality target within three months of hire
  • Develop and implement improvement plans when output fails to meet targets
  • Become cross-trained to support other functions
  • Assist team members to meet their daily/monthly assignments
  • Take and pass all training courses assigned by HAP within given deadlines
  • Assist with special projects and perform other duties as assigned

Knowledge and Skills:

  • Proficiency in numeric and alpha keypads
  • Ability to solve basic mathematical computations
  • Proficiency in current HAP billing software
  • Have good understanding of operating a personal computer, computer system navigation and good data entry skills
  • Is organized and can handle multiple clients each day
  • Proficient in Microsoft applications, Word, Excel and Outlook
  • Ability to work under deadlines and time restraints
  • Ability to plan, organize and prioritize work independently, within a team or with supervisory feedback
  • Demonstrated understanding and compliance with HIPAA privacy requirements

Education and Work Experience: 

  • High School Diploma or GED required

Physical and Emotional Requirements: 

  • Ability to meet HAP’s attendance standards
  • Ability to sit for long periods of time while focusing on work
  • Ability to maintain calm demeanor and project a positive attitude
  • Project and maintain a professional demeanor
  • Ability to handle stress appropriately

The preceding job description has been designed to indicate the general nature and level of work performed
by employees within this classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Interested candidates may send their resume to