Correspondence representative job description
Updated March 14, 2024
4 min read
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Example correspondence representative requirements on a job description
Correspondence representative requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in correspondence representative job postings.
Sample correspondence representative requirements
- Excellent written and verbal communication skills
- Strong attention to detail
- Proficient in Microsoft Office Suite
- Ability to work independently and meet deadlines
- High school diploma or equivalent
Sample required correspondence representative soft skills
- Ability to empathize and build rapport with customers
- Problem-solving and critical thinking skills
- Ability to multitask and prioritize tasks effectively
- Positive attitude and willingness to learn
- Team player with strong interpersonal skills
Correspondence representative job description example 1
Trinity Health correspondence representative job description
**Work onsite position**
**Must be able to work on-site at Boise, ID location**
The Correspondence Representative sorts and distributes incoming correspondence; performs address updates; and scans documents into the document imaging system.
**ESSENTIAL FUNCTIONS**
Knows, understands, incorporates, and demonstrates the Trinity Health Mission, Vision, and Values in behaviors, practices, and decisions.
Collects, organizes and scans patient and insurance correspondence, insurance vouchers and other relevant documentation.
Sorts and date stamps all incoming correspondence (fax, email, postal mail), distributing correspondence to appropriate resources in a timely, accurate manner.
Reviews all returned mail, researching and correcting the information (name and address) in the patient accounting system, as appropriate. Updates the mailing envelope with the correct information and resubmits for mailing.
Assists in large copy and mail productions. Sorts outgoing correspondence to ensure cost effective postage.
May prepare special reports as directed by the Manager to document billing and follow-up services (e.g., Incoming correspondence volume, returned mail status, document imaging status, etc.).
May serve as relief support, if the work schedule or workload demands assistance to departmental personnel. May also be chosen to serve as a resource to train new employees. Cross- training in various functions is expected to assist in the smooth delivery of departmental services.
Other duties as needed and assigned by the manager.
Maintains a working knowledge of applicable Federal, State, and local laws and regulations, Trinity Health's Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical, and professional behavior.
**MINIMUM QUALIFICATIONS**
High school diploma or an equivalent combination of education and experience. Data entry skills (50-60 keystrokes per minutes). Past work experience within a hospital or clinic environment, an insurance company, managed care organization or other financial service setting, performing mailroom and document imaging functions is preferred.
Excellent communication (verbal and writing) and organizational abilities. Interpersonal skills are necessary in dealing with internal and external customers. Accuracy, attentiveness to detail and time management skills are required.
To successfully accomplish the essential job functions of this position, the incumbent will be required to work independently, read, write, and operate keyboard and telephone effectively.
Must be comfortable operating in a collaborative, shared leadership environment.
Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of Trinity Health.
**PHYSICAL AND MENTAL REQUIREMENTS AND WORKING CONDITIONS**
Must be able to set and organize own work priorities, and adapt to them as they change frequently. Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles. Excellent problem solving skills are essential.
This position requires the ability to comprehend and retain information that can be applied to work procedures to achieve appropriate service delivery.
The greatest challenge in this position is to ensure that mailroom and document imaging activities are performed promptly and in an accurate manner to assist in order to reduce potential financial loss to the patient and the Ministry Organization.
Position operates in an office environment. Work area is well-lit, temperature controlled and free from hazards. The incumbent is subject to eyestrain due to the many hours spent looking at a CRT screen. The noise level is low to moderate.
Completion of regulatory/mandatory certifications and skills validation competencies preferred.
Must possess the ability to comply with Trinity Health policies and procedures.
**Our Commitment to Diversity and Inclusion**
Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.
Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.
**Must be able to work on-site at Boise, ID location**
The Correspondence Representative sorts and distributes incoming correspondence; performs address updates; and scans documents into the document imaging system.
**ESSENTIAL FUNCTIONS**
Knows, understands, incorporates, and demonstrates the Trinity Health Mission, Vision, and Values in behaviors, practices, and decisions.
Collects, organizes and scans patient and insurance correspondence, insurance vouchers and other relevant documentation.
Sorts and date stamps all incoming correspondence (fax, email, postal mail), distributing correspondence to appropriate resources in a timely, accurate manner.
Reviews all returned mail, researching and correcting the information (name and address) in the patient accounting system, as appropriate. Updates the mailing envelope with the correct information and resubmits for mailing.
Assists in large copy and mail productions. Sorts outgoing correspondence to ensure cost effective postage.
May prepare special reports as directed by the Manager to document billing and follow-up services (e.g., Incoming correspondence volume, returned mail status, document imaging status, etc.).
May serve as relief support, if the work schedule or workload demands assistance to departmental personnel. May also be chosen to serve as a resource to train new employees. Cross- training in various functions is expected to assist in the smooth delivery of departmental services.
Other duties as needed and assigned by the manager.
Maintains a working knowledge of applicable Federal, State, and local laws and regulations, Trinity Health's Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical, and professional behavior.
**MINIMUM QUALIFICATIONS**
High school diploma or an equivalent combination of education and experience. Data entry skills (50-60 keystrokes per minutes). Past work experience within a hospital or clinic environment, an insurance company, managed care organization or other financial service setting, performing mailroom and document imaging functions is preferred.
Excellent communication (verbal and writing) and organizational abilities. Interpersonal skills are necessary in dealing with internal and external customers. Accuracy, attentiveness to detail and time management skills are required.
To successfully accomplish the essential job functions of this position, the incumbent will be required to work independently, read, write, and operate keyboard and telephone effectively.
Must be comfortable operating in a collaborative, shared leadership environment.
Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of Trinity Health.
**PHYSICAL AND MENTAL REQUIREMENTS AND WORKING CONDITIONS**
Must be able to set and organize own work priorities, and adapt to them as they change frequently. Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles. Excellent problem solving skills are essential.
This position requires the ability to comprehend and retain information that can be applied to work procedures to achieve appropriate service delivery.
The greatest challenge in this position is to ensure that mailroom and document imaging activities are performed promptly and in an accurate manner to assist in order to reduce potential financial loss to the patient and the Ministry Organization.
Position operates in an office environment. Work area is well-lit, temperature controlled and free from hazards. The incumbent is subject to eyestrain due to the many hours spent looking at a CRT screen. The noise level is low to moderate.
Completion of regulatory/mandatory certifications and skills validation competencies preferred.
Must possess the ability to comply with Trinity Health policies and procedures.
**Our Commitment to Diversity and Inclusion**
Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.
Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.
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Updated March 14, 2024
Updated March 14, 2024