Correspondence Clerks

Also called: Authorization Coordinator, Authorization Representative, Authorizations Coordinator, Chargeback Specialist, Claims Correspondence Clerk

Varies

estimated salary

Correspondence clerks compose letters or electronic correspondence in reply to requests for merchandise, damage claims, credit and other information, delinquent accounts, incorrect billings, or unsatisfactory services. Duties may include gathering data to formulate replies and preparing correspondence.

  • Maintain files and control records to show correspondence activities.
  • Compose letters in reply to correspondence concerning such items as requests for merchandise, damage claims, credit information requests, delinquent accounts, incorrect billing, or unsatisfactory service.
  • Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
  • Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
  • Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
  • Compile data from records to prepare periodic reports.
  • Route correspondence to other departments for reply.
  • Present clear and concise explanations of governing rules and regulations.
  • Process orders for goods requested in correspondence.
  • Compose correspondence requesting medical information and records.
  • Ensure that money collected is properly recorded and secured.
  • Compile data pertinent to manufacture of special products for customers.
  • Obtain written authorization to access required medical information.
  • Compute costs of records furnished to requesters, and write letters to obtain payment.
  • Review correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.
  • Complete form letters in response to requests or problems identified by correspondence.
  • Respond to internal and external requests for the release of information contained in medical records, copying medical records, and selective extracts in accordance with laws and regulations.
  • Confer with company personnel regarding feasibility of complying with writers' requests.
  • Type acknowledgment letters to persons sending correspondence.
  • Prepare records for shipment by certified mail.
  • Submit completed documents to typists for typing in final form, and instruct typists in matters, such as format, addresses, addressees, and the necessary number of copies.
Work Context
  • Telephone — 88% responded "Every day".
  • Face-to-Face Discussions — 80% responded "Every day".
  • Electronic Mail — 89% responded "Every day".
  • Contact With Others — 78% responded "Constant contact with others".
  • Deal With External Customers — 69% responded "Extremely important".
  • Importance of Being Exact or Accurate — 58% responded "Extremely important".
  • Work With Work Group or Team — 60% responded "Extremely important".
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Work Activities
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
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Detailed Work Activities
  • Prepare documentation for contracts, transactions, or regulatory compliance.
  • Prepare business correspondence.
  • Compile data or documentation.
  • Explain regulations, policies, or procedures.
  • Read materials to determine needed actions.
  • Prepare business correspondence.
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Knowledge

English Language
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Clerical
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Customer and Personal Service
  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Mathematics
  • Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Skills

Writing
  • Communicating effectively in writing as appropriate for the needs of the audience.
Reading Comprehension
  • Understanding written sentences and paragraphs in work related documents.
Active Listening
  • Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Critical Thinking
  • Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
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Abilities

Written Comprehension
  • The ability to read and understand information and ideas presented in writing.
Written Expression
  • The ability to communicate information and ideas in writing so others will understand.
Oral Comprehension
  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression
  • The ability to communicate information and ideas in speaking so others will understand.
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Personality

People interested in this work like activities that include ideas, thinking, and figuring things out.
They do well at jobs that need:
  • Achievement/Effort
  • Persistence
  • Initiative
  • Leadership
  • Cooperation
  • Concern for Others
  • Social Orientation
  • Self Control
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Technology

You might use software like this on the job:

Data base user interface and query software
  • Data entry software Hot Technology
Spreadsheet software
  • Microsoft Excel Hot Technology
Office suite software
  • Microsoft Office Hot Technology
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