Mail Processing Manager

Join Our Team at Peachtree Orthopedics and Help Others "Get Better"
At Peachtree Orthopedics, we're on a mission to make a difference in healthcare, and we're looking for dedicated individuals to join our team. With 9 convenient offices across Greater Atlanta, we're committed to providing top-notch care and your skills and passion can make a real impact. We're not the largest practice in Atlanta, but we take pride in delivering dedicated and compassionate care to everyone who walks through our doors. If you're ready to be part of a team that values your contribution and offers room for growth, consider joining us in our mission to help others "Get Better."
Our Culture
Peachtree Orthopedics has a rich history of 70 years in business and has earned recognition as a Top Workplace by the Atlanta Journal Constitution for 6 consecutive years. We take pride in our family-oriented, dedicated, passionate, and hardworking culture. When you join our team, you become a part of a community that values excellence in healthcare while working in a supportive and nurturing environment.
Why Choose Peachtree Orthopedics?
At Peachtree Orthopedics, we offer more than a job; we offer an opportunity to be part of something extraordinary:

• Limitless Growth: Propel your career with abundant professional development opportunities within our dynamic organization.
• Empathetic Culture: Immerse yourself in a supportive, lively work culture that values your well-being and celebrates your contributions.
• Dedication to Excellence: Join a team of like-minded individuals who share your commitment to delivering top-notch care to our cherished patients.

Your Impactful Role
The Mail Processing Manager is responsible for leading and overseeing all mail processing operations to include ensuring efficient handling, tracking, and distribution of incoming and outgoing mail. This person will supervise the Mail Processing team, optimize workflows, conduct companywide & departmental training, maintain compliance with USPS and HIPAA regulations, and collaborate with internal departments to resolve mail-related issues.
Managing People

• Manage the Mail Processing Specialist/Team, ensuring daily operations are completed efficiently and accurately.
• Manage the Courier Services for PO and all related job responsibilities.
• Manage PO mail processes by working closely with all departments to ensure proper training, proficiency, and timeliness of all incoming mail.
• Act as the primary point of contact for escalations related to missing, delayed, or misrouted mail.

Technical Skills

• Adhere to HIPAA and company security policies when handling sensitive information.
• Conduct companywide quality control checks and audits to ensure compliance with company policies and regulatory standards.
• Must be proficient in USPS tracking and monitoring software.
• Become a Subject Matter Expert in all software related to USPS mail processing.

Mail Handling & Processing

• Supervise the receipt, sorting, and distribution of incoming mail to ensure timely delivery.
• Ensure all locations have sufficient labeled and accessible mail-related supplies.
• Ensure all locations have labeled mailboxes for applicable staff and onsite departments.
• Monitor the daily workflow to prevent backlogs, delays, or misplaced documents.
• Implement procedures to handle confidential and time-sensitive documents securely.
• Oversee interoffice correspondence using pre-stamped blue enterprise envelopes.
• Ensure all payer-related documents are scanned, categorized, and uploaded into the appropriate systems (Athena, Microsoft Teams).
• Review scanned documents for clarity, completeness, and accurate categorization before final processing.
• Manage digital filing and ensure documents are moved to the appropriate folders for easy access.
• Implement tracking methods for document movement to ensure timely completion of tasks (USPS system)

Payer Mail & Unknown Document Handling

• Identify and prioritize payer-related documents such as insurance claims, payment notices, and audit requests.
• Cross-check insurance claims and patient information using Athena before processing.
• Establish workflows for handling unknown or unclassified mail and escalate unresolved cases as needed.
• Provide clear directions to team members and/or managers on handling discrepancies and payer correspondence.

Compliance & Quality Control

• Ensure mail handling procedures comply with HIPAA and internal security protocols.
• Conduct regular audits of mail processing procedures and document handling.
• Utilize USPS tracking dashboards to identify and resolve discrepancies with expected mail.
• Maintain detailed logs of all processed mail for record-keeping and compliance purposes.

Collaboration & Communication

• Act as a liaison between the mail processing team and other departments to facilitate efficient communication.
• Communicate updates on mail policies, workflow improvements, and tracking processes to leadership and employees.
• Assist internal teams in locating lost or delayed mail and implement preventative measures.
• Participate in department meetings to discuss mail processing trends, challenges, and process enhancements.

Staff Development & Performance Management

• Hire, train, and mentor mail processing team members to enhance productivity and service quality.
• Conduct regular performance evaluations, providing constructive feedback and coaching as needed.
• Address performance issues, implement corrective actions, and recognize top-performing employees.
• Develop training materials and resources to support continuous learning and process improvements.

Qualifications

• High school diploma or general education degree (GED).
• 2 years of experience in mail processing, document management, or related fields in a high volume, multi-unit medical practice.
• Knowledgeable in basic clinical functions, administrative practices, and operational procedures in a medical setting.
• 1-2 years leading a team is a plus.

Certificates, Licenses, Registrations

CEHRS: Certified Electronic Health Records Specialist

Physical Demands and Work Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and speak. The employee is occasionally required to stand, walk; reach with hands and arms, stoop, or kneel. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Peachtree Orthopedics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.