Correspondence and Office Coordinator

Come grow with us!  Medrina has been voted one of the fastest growing companies and 92% of our employees feel we are a Great Place To Work!   For more details on what our employees say go to Working at Medrina | Great Place To Work®.  

This is a full-time on-site role working from our shared office location at 401 N. Michigan Avenue in Chicago, work schedule is Monday - Friday, 8 am - 5 pm, with unpaid lunch break.  This role offers a wage of $25 per hour with excellent benefits package including 15 days of vacation, 7 paid holidays, and 5 sick days annually, multiple medical and vision insurance plans, which begin day one (no waiting period), employer-paid life insurance, 401(k) with a company match, $1,700 annual professional development reimbursement.

Medrina's Correspondence and Office Coordinator makes sure all regulatory, payer or financial correspondence is not missed or delayed for Medrina and its affiliated entities. Every business day, this on-site role receives and distributes mail, logs, scans and routes all incoming mail at the downtown Chicago shared office. Each month, the coordinator calls every Medicare contractor, state Medicaid agency and major payer to confirm whether any notices or requests are outstanding and to check the mailing address they have on file. The coordinator also keeps the master list of Medrina's mailing addresses current, serves as the main contact with the Regus office staff, and provides other administrative support as required.

Job Responsibilities:

Daily on-site mail intake (every business day):

1. Retrieve all mail delivered to Suite 1200 for Medrina and each of its affiliated entities as soon as it is available from the Regus front desk.  Mail does not sit overnight.
2. Open, date-stamp, and sort all mail by entity and by category: regulatory/government, payer, records request, financial/banking, vendor, general.
3. Scan same day and route electronically to designated recipients. Priority mail is anything from CMS, a MAC, UPIC, RAC, SMRC, CERT or other CMS contractor, the OIG, DOJ, a state Medicaid agency, or any other government agency, and anything marked "Confidential," "Medical Records Request," or "Records Request." Priority mail is scanned and sent to the CFO and VP Human Resources the same day it arrives and is never forwarded to the bank lockbox or to any outside vendor.
4. Retain every original document together with its envelope (the postmark is often the only evidence of when a deadline clock started) in an organized, secure physical file, and record the retention location.
5. Maintain a daily mail log capturing: date received, postmark date, sender, addressee entity, document type, any stated response deadline, who it was routed to, and when.
6. Flag anything with a deadline, a dollar demand, or a records request by phone or Teams to the appropriate leader the same day. Email alone is not sufficient notice.
7. Follow the established protocol for payments, remittances, and banking correspondence that arrive at the office rather than the lockbox and route them to Finance the same day.

Proactive payer and contractor outreach (monthly):

1. Maintain a call roster of every MAC jurisdiction in which Medrina entities are enrolled, plus the relevant UPICs, state Medicaid agencies, and major commercial payers, including phone numbers, provider portal access where applicable, and the identifiers (PTANs, NPIs, TINs) needed to verify on each call.
2. Each month, contact every contractor and payer on the roster and confirm, for each Medrina entity: (a) whether any correspondence has been issued to us in the period, including Targeted Probe and Educate (TPE) notices, Additional Documentation Requests (ADRs), audit or medical review letters, overpayment or demand letters, appeal decisions, and revalidation or enrollment notices; (b) the status and due date of any open request; and (c) the correspondence address they have on file for us.
3. Document every call: date, contractor or payer, representative name, reference or call ID, what was confirmed, and any action items. Escalate anything open or unknown to us to the CFO the same day.
4. Check MAC and payer provider portals and the correspondence address on file in CMS/PECOS on a recurring basis as a second layer of confirmation.
5. Produce a short monthly summary for leadership: calls completed, items found, items escalated, address discrepancies corrected.

Address and vendor management:

1. Own the master registry of mailing addresses on file for every Medrina entity across CMS/PECOS, each MAC, state Medicaid programs, commercial payers, the bank lockbox provider, insurers, and key vendors. Work with Finance and Operations to correct stale or returned-mail addresses promptly.
2. Serve as Medrina's day-to-day contact with the Regus center team: ensure Medrina and each entity are properly set up to receive mail at the address (including USPS Form 1583 authorizations where required), monitor any mail forwarding still in place from other Regus locations, and escalate delays.
3. Track and resolve returned or misdirected mail (for example, items returned by the bank lockbox or by a payer as undeliverable), identify the root cause, and update the registry.

General administrative support:

1. Provide administrative support for the Chicago location: supplies, conference room booking through Regus, courier and overnight shipments, visitor coordination.
2. Administrative support to the Finance & Operations team as time permits: scheduling, document preparation, scanning and filing, data entry.

Job Requirements:

1. High school diploma or equivalent required; associate's or bachelor's degree preferred.
2. 2+ years of experience in healthcare setting with administrative, office coordination, or front-office responsibilities.  Experience with medical billing, provider enrollment, or legal/compliance office settings is strongly preferred.
3. Proficient with Microsoft Outlook, Teams, SharePoint, and Excel; comfortable with high-volume scanning and consistent document-naming conventions.
4. Working familiarity with Medicare and payer correspondence (MACs, ADRs, TPE, audits, revalidation) is a significant plus. We will train the right candidate who has the aptitude and work ethic.
5. Comfortable spending meaningful time on the phone with payers and government contractors: patient with hold times and IVR systems, persistent, and precise in documenting what was said.
6. Exceptional attention to detail and follow-through. You notice the envelope postmark, the deadline buried on page two, and the entity name that is slightly off.
7. Discretion and sound judgment handling confidential, legal, and protected health information. HIPAA training is provided; strict confidentiality is required.
8. Reliable to work independently, punctual, and able to be physically on-site in downtown Chicago every business day.

Physical Requirements:

• This is a full-time, Monday – Friday on-site role in shared business space in Regus located downtown Chicago, IL. 
• Ability to communicate via email, phone, virtual/online meetings daily with a camera on as well as being responsive in a timely manner during work hours via email, MS Teams and phone.
• Ability to sit, stand, and walk for extended periods.
• Ability to lift and move bins and packages up to 50 pounds multiple times per day.

EOE/M/F/Vet/Disability:

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.