· JOB SUMMARY:
The Payroll and Billing Specialist is responsible for the accurate and timely processing of payroll, visit notes, and billing activities at the location level. This role includes data entry of claims into specified clearinghouses, converting medical codes into readable formats, maintaining accurate financial records, verifying invoices, and ensuring compliance with agency and payer requirements. The position collaborates with customers, patients, field staff, and agency personnel to ensure proper collection, payment, and reporting of services rendered. The Payroll and Billing Specialist also assists in accounts receivable (AR) management and supports the Administrator in maintaining cost-effective office operations.
ORGANIZATIONAL RELATIONSHIP:
· Reports directly to assigned Supervisor/lead if applicable, & Operations Team
QUALIFICATIONS:
· High School graduate (or equivalent)
· Minimum 1-year recent experience in bookkeeping, billing, or payroll, preferably in a home care or healthcare setting preferred
· Moderate competency with computers, including Microsoft Office and account management software
· Ability to multi-task, prioritize, and work independently with minimal supervision
· Strong attention to detail and accuracy in data entry and financial recordkeeping
· Must have a criminal background check
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Payroll & Billing Processing
- Enter weekly visit notes and mileage submissions accurately
- Data entry of claims into specified clearinghouses
- Convert medical codes into readable formats for billing purposes
- Prepare and submit payroll and monthly billing in a timely manner
- Reconcile visits with authorizations in collaboration with the scheduling department
- Track and resolve authorization/denial issues at the location level
- Maintain accurate financial records and payment procedures
- Monitor and manage accounts receivable (AR) in collaboration with Payroll Manager
- Follow up on delinquent accounts per policy and notify Administrator of unresolved issues
- Assist in collection activities and governmental billing forms completion
- Maintain proper documentation for all billing and payroll activities
Professional Expectations
- Demonstrates a professional, helpful, and courteous attitude toward staff, patients, vendors, and customers
- Communicates effectively in person, by phone, and in writing with internal and external stakeholders
- Maintains confidentiality of patient, employee, and agency information in compliance with HIPAA and agency policies
- Participates actively in the QA Committee and supports quality improvement initiatives
- Maintains a positive, collaborative, and ethical workplace demeanor
- Reports emergencies, sickness, or other occurrences affecting patient care promptly to the Administrator
- Submits time-off requests in accordance with agency policy
Documentation Standards
- Maintains accurate, organized, and “survey-ready” payroll, billing, and AR records
- Ensures all billing entries, payroll submissions, and payment data are completed and filed timely
- Verifies accuracy of invoices and other billing statements, correcting calculation errors as needed
- Supports compliance audits by ensuring documentation is complete, accurate, and accessible
- Tracks and maintains denial documentation and reimbursement forms per agency procedures
- Ensures proper recordkeeping for claims, payments, payroll, and AR activities in electronic or paper format
Collaboration & Communication
- Works closely with the Administrator, Payroll Manager, scheduling staff, and field personnel to ensure accurate and efficient operations
- Acts as a resource for staff regarding billing, payroll, and AR procedures
- Provides timely reporting of fiscal issues and status updates to management
PROFESSIONAL EXPECTATIONS:
Professional Expectations
- Demonstrates professionalism, integrity, and confidentiality at all times.
- Maintains a respectful, cooperative attitude with all staff.
- Accepts direction, feedback, and supervision constructively.
- Uses sound judgment when handling sensitive information.
- Adheres to agency policies, procedures, and ethical standards.
Essential Skills
- Verbal and written communication skills to interact clearly with staff, patients, and vendors
- Organization, time management, and prioritization abilities
- Patience and listening skills to respond appropriately and interact positively with upset customers
- Strong interpersonal skills to create a pleasant experience for all stakeholders
- Strong attention to detail
- Basic math, bookkeeping, and accounting skills
- Problem-solving and critical thinking abilities
- Data collection and analysis skills
- Effective computer skills for data entry, bookkeeping, and account management software
FUNCTIONAL ABILITIES:
- Ability to read and interpret printed and electronic documentation.
- Ability to hear, speak, read, and write effectively in English.
- Ability to sit, stand, stoop, and move throughout the office environment as needed.
- Able to read 12-point or larger type
Billing Workflow Explanation:
- Receive & Verify – Weekly visit notes and mileage reports are received from field staff and verified against authorizations.
- Data Entry – Accurate input of payroll and billing information into internal systems.
- Code & Prepare Claims – Medical codes converted and claims prepared per payer requirements.
- Approval & Submission – Payroll approved and distributed; claims submitted to clearinghouses.
- AR Tracking – Payments monitored, denials or errors addressed, and collections managed.
- Documentation & Communication – Files maintained in “survey-ready” condition and issues communicated to management.
Payroll Flow:
- Starts with receiving weekly visit notes and mileage from field staff.
- Verify that all entries are accurate and authorized.
- Have Quality Assurance review notes.
- Data entered into payroll system → calculate gross pay, deductions, and overtime.
- Payroll submitted for approval → distributed to employees.
- Records maintained and any issues communicated to administrator/payroll manager.
Connection Between Payroll & Billing:
- Both processes start with the weekly visit notes, ensuring accuracy in hours and services provided.
- Payroll and billing rely on accurate data entry to prevent errors in employee pay and claim submission.
Benefits:
- 401(k)
- Dental insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you have payroll experience?
Education:
Experience:
- Medical billing: 1 year (Preferred)
Language:
- Spanish (Required)
- English (Required)
Work Location: In person
