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PFS Mail Clerk

Memorial Health Administrative Building
Springfield, IL
Tracking Code 2024-21178

Position Summary

Day Shift

Performs a variety of mail services in support of the Patient Financial Services Department, including receiving, opening, sorting, and delivering mail. Operates associated mail equipment and tracks mail volumes. 

Updates demographic and insurance information received from the patient or other third party sources.

Validates and processes HIPAA Authorization Requests and Subpoena’s for UB04 Claim forms and/or Itemized Bills from patients, attorneys, insurance companies and others.

Highlights & Benefits

  • Paid Time Off (PTO)
  • Memorial Childcare
  • Mental Health Services
  • Growth Opportunities
  • Continuing Education
  • Local and National Discounts
  • Pet Insurance
  • Medical, Dental, Vision
  • Flexible Spending Account
  • 401(k)
  • Life Insurance and Voluntary Benefits
  • Employee Assistance Program and Colleague Wellness
  • Adoption Assistance

Required Skills

  1. Receives requests for bulk mailings; determines best mailing and delivery methods to achieve desired results.
  1. Receives and sorts incoming, outgoing, and interdepartmental mail. Batches, bundles, routes, and/or delivers mail, providing special attention and handling to urgent mail, packages, and other specialty items.
  1. Works closely with external mail services firms for the coordination of services or to resolve inquiries.
  1. Develops and maintains PFS mail slots and ensures postage/mailing supplies, such as express mail envelopes and bills of lading, are available.
  1. Tracks department mail volume activity and compiles written results for management.
  1. Process’s assigned folders according to departmental procedures.
  1. Reviews Subpoena &/or HIPAA Authorization Requests and validates forms are completed in accordance with MMC requirements.
  1. Logs incoming Subpoena and/or HIPAA Authorization Requests. Processes approved requests and delivers by fax or USPS Mail to requestor.  Processes denied requests notifying requestor with reason for denial.
  1. Serves as a back-up for other areas within the unit or department, especially during times of special needs or staff absences.
  1. Performs other related work as required or requested.


The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job.  Incumbents may be requested to perform tasks other than those specifically presented in this description.

Required Experience


  • Graduation from high school, or the equivalent required. Associate degree or post secondary education preferred.


  • Previous experience with mail operations, including familiarity with the United States Postal Service (and other such delivery service providers), postal regulations, and mail center equipment is highly preferred.

Other Knowledge/Skills/Abilities:

  • Knowledge of HIPAA Privacy Regulations preferred.
  • Possesses basic writing and math skills, including the ability to perform simple calculations using a calculator.
  • Possesses the ability to regularly lift, push, and pull up to 25 pounds.
  • Ability to stand for prolonged periods throughout the work shift.
  • Demonstrates the ability to multi-task autonomously while working on multiple responsibilities simultaneously.
  • Basic working knowledge of personal computers and their associated software, such as word processing and spreadsheet applications is required. Experience with Microsoft products Word and Excel is highly preferred.
Springfield, IL

Robert Saunders


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