Correspondence Clerk 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 reply and preparing correspondence.
Correspondence Clerk is Also Know as
In different settings, Correspondence Clerk is titled as
- Chargeback Specialist
- Claims Correspondence Clerk
- Correspondence Clerk
- Correspondence Coordinator
- Correspondence Representative (Correspondence Rep)
- Correspondent
- Dispute Resolution Analyst
- Dispute Specialist
- Office Technician (Office Tech)
- Technical Clerk
Education and Training of Correspondence Clerk
Correspondence Clerk is categorized in Job Zone Two: Some Preparation Needed
Experience Required for Correspondence Clerk
Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Education Required for Correspondence Clerk
These occupations usually require a high school diploma.
Degrees Related to Correspondence Clerk
- Bachelor in General Office Occupations and Clerical Services
- Associate Degree Courses in General Office Occupations and Clerical Services
- Masters Degree Courses in General Office Occupations and Clerical Services
Training Required for Correspondence Clerk
Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
Related Ocuupations
Some Ocuupations related to Correspondence Clerk in different industries are
- Office Clerks, General
- File Clerks
- Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
- Executive Secretaries and Executive Administrative Assistants
- Legal Secretaries and Administrative Assistants
- Insurance Claims and Policy Processing Clerks
- Bookkeeping, Accounting, and Auditing Clerks
- Billing and Posting Clerks
- Credit Authorizers, Checkers, and Clerks
- Customer Service Representatives
- Court Reporters and Simultaneous Captioners
- Payroll and Timekeeping Clerks
- Court, Municipal, and License Clerks
- Interviewers, Except Eligibility and Loan
- Bill and Account Collectors
- Administrative Services Managers
- Eligibility Interviewers, Government Programs
- Receptionists and Information Clerks
- Statistical Assistants
- Document Management Specialists
What Do Correspondence Clerk do?
- Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
- Compile data from records to prepare periodic reports.
- Present clear and concise explanations of governing rules and regulations.
- Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
- Type acknowledgment letters to persons sending correspondence.
- 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.
- Maintain files and control records to show correspondence activities.
- Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
- Complete form letters in response to requests or problems identified by correspondence.
- Route correspondence to other departments for reply.
- 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.
- Ensure that money collected is properly recorded and secured.
- 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.
- Compute costs of records furnished to requesters, and write letters to obtain payment.
- Prepare records for shipment by certified mail.
- Obtain written authorization to access required medical information.
- Confer with company personnel regarding feasibility of complying with writers' requests.
- 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.
- Process orders for goods requested in correspondence.
- Compile data pertinent to manufacture of special products for customers.
Qualities of Good Correspondence Clerk
- Written Expression: The ability to communicate information and ideas in writing so others will understand.
- Written Comprehension: The ability to read and understand information and ideas presented in writing.
- 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.
- Near Vision: The ability to see details at close range (within a few feet of the observer).
- Speech Clarity: The ability to speak clearly so others can understand you.
- Problem Sensitivity: The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem.
- Deductive Reasoning: The ability to apply general rules to specific problems to produce answers that make sense.
- Information Ordering: The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
- Inductive Reasoning: The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
- Speech Recognition: The ability to identify and understand the speech of another person.
- Fluency of Ideas: The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
- Selective Attention: The ability to concentrate on a task over a period of time without being distracted.
- Category Flexibility: The ability to generate or use different sets of rules for combining or grouping things in different ways.
- Originality: The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
- Flexibility of Closure: The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
- Number Facility: The ability to add, subtract, multiply, or divide quickly and correctly.
- Speed of Closure: The ability to quickly make sense of, combine, and organize information into meaningful patterns.
- Mathematical Reasoning: The ability to choose the right mathematical methods or formulas to solve a problem.
- Perceptual Speed: The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
- Far Vision: The ability to see details at a distance.
- Time Sharing: The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
- Memorization: The ability to remember information such as words, numbers, pictures, and procedures.
- Visualization: The ability to imagine how something will look after it is moved around or when its parts are moved or rearranged.
- Wrist-Finger Speed: The ability to make fast, simple, repeated movements of the fingers, hands, and wrists.
- Auditory Attention: The ability to focus on a single source of sound in the presence of other distracting sounds.
- Finger Dexterity: The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects.
- Visual Color Discrimination: The ability to match or detect differences between colors, including shades of color and brightness.
- Trunk Strength: The ability to use your abdominal and lower back muscles to support part of the body repeatedly or continuously over time without "giving out" or fatiguing.
- Hearing Sensitivity: The ability to detect or tell the differences between sounds that vary in pitch and loudness.
- Depth Perception: The ability to judge which of several objects is closer or farther away from you, or to judge the distance between you and an object.
- Dynamic Strength: The ability to exert muscle force repeatedly or continuously over time. This involves muscular endurance and resistance to muscle fatigue.
- Arm-Hand Steadiness: The ability to keep your hand and arm steady while moving your arm or while holding your arm and hand in one position.
- Manual Dexterity: The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, or assemble objects.
- Dynamic Flexibility: The ability to quickly and repeatedly bend, stretch, twist, or reach out with your body, arms, and/or legs.
- Peripheral Vision: The ability to see objects or movement of objects to one's side when the eyes are looking ahead.
- Glare Sensitivity: The ability to see objects in the presence of a glare or bright lighting.
- Night Vision: The ability to see under low-light conditions.
- Sound Localization: The ability to tell the direction from which a sound originated.
- Spatial Orientation: The ability to know your location in relation to the environment or to know where other objects are in relation to you.
- Gross Body Equilibrium: The ability to keep or regain your body balance or stay upright when in an unstable position.
- Gross Body Coordination: The ability to coordinate the movement of your arms, legs, and torso together when the whole body is in motion.
- Extent Flexibility: The ability to bend, stretch, twist, or reach with your body, arms, and/or legs.
- Stamina: The ability to exert yourself physically over long periods of time without getting winded or out of breath.
- Explosive Strength: The ability to use short bursts of muscle force to propel oneself (as in jumping or sprinting), or to throw an object.
- Static Strength: The ability to exert maximum muscle force to lift, push, pull, or carry objects.
- Speed of Limb Movement: The ability to quickly move the arms and legs.
- Reaction Time: The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.
- Rate Control: The ability to time your movements or the movement of a piece of equipment in anticipation of changes in the speed and/or direction of a moving object or scene.
- Response Orientation: The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part.
- Multilimb Coordination: The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion.
- Control Precision: The ability to quickly and repeatedly adjust the controls of a machine or a vehicle to exact positions.
Tools Used by Correspondence Clerk
- Computer inkjet printers
- Computer laser printers
- Copy machines
- Document scanners
- Laser facsimile machines
- Microfiche viewing equipment
- Multiline telephone systems
- Paper folding machines
- Personal computers
Technology Skills required for Correspondence Clerk
- Electronic data interchange EDI software
- Electronic health record EHR software
- Enterprise resource planning ERP software
- GE Healthcare Centricity EMR
- Healthcare common procedure coding system HCPCS
- Imaging software
- Microsoft Access
- Microsoft Excel
- Microsoft Office software
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft SharePoint
- Microsoft Windows
- Microsoft Word
- SAP software
- Word processing software