Correspondence Representative

Pay Range: $11.95-14.88  


Job Code:



Correspondence Representative, Unified Revenue Organization (URO)


January 2009

Reports To:

Brittney Mencarelli, Manager, Customer Service



Approved By:




The Correspondence Representative sorts and distributes incoming correspondence; performs address updates; and scans documents into the document imaging system.


Knows, understands, incorporates, and demonstrates the Trinity Health Mission, Vision, and Values in behaviors, practices, and decisions.

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 Healths 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.


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.


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.