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.