Billing Specialist

Remote – Full-Time
Schedule: Monday – Friday | 9:00 AM – 6:00 PM Eastern Time
Industry: Healthcare / Personal Injury

About the Role

The Billing Specialist is responsible for reviewing, auditing, processing, and delivering Bills & Records (B&R) accurately and on time.

This is a highly administrative and detail-oriented position that requires exceptional accuracy, organization, confidentiality, and professionalism.

The Billing Specialist will verify patient information, audit billing documentation and medical records, manage incoming and outgoing B&R requests, and ensure finalized documentation is properly delivered to law firms.

Direct patient interaction is minimal. The majority of communication will occur with law firms and internal billing, medical, and administrative teams.

The ideal candidate is comfortable managing confidential medical and legal information independently while maintaining strict compliance with HIPAA requirements and company policies.

Key Responsibilities

Billing & Records Management

• Process Bills & Records (B&R) requests promptly and accurately.
• Review incoming billing and records requests.
• Audit bills before release.
• Audit medical records before release.
• Verify patient demographic information.
• Confirm billing documentation is accurate and complete.
• Identify discrepancies before documentation is released.
• Track incoming B&R requests.
• Track outgoing B&R requests.
• Maintain a clear audit trail for every request.
• Send finalized bills and records to law firms.
• Upload documentation through law firm portals when required.
• Ensure completed documentation is delivered within established deadlines.
• Maintain compliance with applicable industry and legal requirements.

Communication & Coordination

• Respond to inquiries from law firms.
• Respond to internal department inquiries.
• Communicate primarily through:
  • Email.
  • Internal communication channels.
• Occasionally contact law firms when clarification is required.
• Log communications and status updates in the company system.
• Maintain professional communication with external law firm partners.
• Collaborate with internal:
  • Billing teams.
  • Medical teams.
  • Administrative teams.
• Resolve documentation or billing discrepancies through appropriate internal coordination.
• Escalate issues when additional clarification or support is required.

Compliance & Quality Control

• Maintain strict compliance with HIPAA regulations.
• Follow company policies regarding confidential information.
• Audit records before release.
• Verify documentation accuracy.
• Confirm patient information is correct.
• Protect confidential medical information.
• Protect confidential legal information.
• Handle sensitive documentation with discretion and integrity.
• Prevent inaccurate or incomplete documentation from being released.
• Maintain consistent quality standards across all B&R requests.

Reporting & Documentation

• Maintain detailed logs of all Bills & Records requests.
• Document request status.
• Document completed requests.
• Record relevant updates.
• Generate regular billing-status reports.
• Track pending requests.
• Provide visibility into outstanding B&R requests.
• Submit required progress updates to leadership.
• Support team leads with workflow tracking.
• Help identify opportunities to improve billing and records processing efficiency.

Typical Workday

A typical workday may include:

Request Review

• Review newly received billing requests.
• Review medical-record requests.
• Confirm required documentation is available.
• Verify patient information.

Billing & Records Audit

• Audit bills.
• Audit medical records.
• Verify patient demographics.
• Review documentation for completeness.
• Identify discrepancies requiring correction.

B&R Processing

• Complete Bills & Records requests.
• Prepare finalized documentation.
• Send documentation to law firms.
• Upload documentation through applicable law firm portals.

Communication

• Respond to law firm inquiries.
• Respond to internal questions regarding request status.
• Contact law firms when clarification is required.
• Coordinate internally to resolve discrepancies.

Documentation & Tracking

• Log completed activity.
• Update request statuses.
• Maintain accurate B&R logs.
• Update pending-request information.
• Maintain a clear audit trail.

Reporting

• Prepare required daily or weekly progress updates.
• Report outstanding requests.
• Identify issues affecting completion timelines.

Typical Workweek

Monday – Friday | 9:00 AM – 6:00 PM Eastern Time

Throughout a typical week, the Billing Specialist will:

• Process incoming Bills & Records requests.
• Audit billing and medical documentation.
• Verify patient demographic information.
• Track pending and completed requests.
• Deliver completed documentation to law firms.
• Respond to law firm and internal inquiries.
• Maintain accurate request logs.
• Monitor outstanding requests.
• Resolve discrepancies.
• Submit required progress reporting.
• Maintain HIPAA compliance throughout all workflows.

Qualifications

Required

• Previous experience in:
  • Medical billing.
  • Medical records.
  • Administrative support.
• Excellent attention to detail.
• Strong organizational skills.
• Strong time-management skills.
• Proficiency with Microsoft Office.
• Proficiency with Adobe Acrobat.
• Strong written English communication skills.
• Strong verbal English communication skills.
• Ability to work independently.
• Ability to operate effectively in a fast-paced remote environment.
• High level of discretion.
• Ability to securely handle confidential:
  • Medical information.
  • Patient information.
  • Legal information.
• Strong accuracy and quality-control mindset.

Preferred

• Familiarity with Personal Injury.
• Experience supporting law firms.
• Previous law firm billing experience.
• Experience with medical records used for legal purposes.
• Spanish language skills are a plus.

Core Competencies

The ideal Billing Specialist demonstrates strength in:

• Medical Billing
• Bills & Records Management
• Medical Records Review
• Documentation Auditing
• Quality Control
• Data Accuracy
• HIPAA Compliance
• Confidentiality
• Document Management
• Law Firm Communication
• Administrative Support
• Request Tracking
• Reporting
• Organization
• Attention to Detail
• Time Management
• Accountability
• Independent Work
• Professional Communication

Performance Evaluation & Accountability

Performance will be evaluated based on the Billing Specialist's ability to consistently process Bills & Records requests with a high level of accuracy, timeliness, professionalism, and confidentiality.

Primary performance areas include:

• Accuracy of B&R processing.
• Accuracy of documentation.
• Timeliness of request completion.
• Timeliness of communication.
• HIPAA compliance.
• Compliance with company policies.
• Professional communication with law firms.
• Internal collaboration.
• Reliability.
• Quality of request tracking and documentation.

Key Performance Indicators (KPIs)

• Billing Record Accuracy: Maintain at least a 98% accuracy rate on billing records.
• Communication Response Time: Respond to communications within 24 hours.
• B&R Completion: Complete Bills & Records requests within established deadlines.
• HIPAA Compliance: Maintain 100% compliance with HIPAA guidelines.
• Partner & Team Satisfaction: Maintain positive feedback from law firm partners and internal teams.

Reporting Structure

The Billing Specialist collaborates closely with:

• Leadership.
• Internal Billing Team.
• Medical Team.
• Administrative Team.
• Law Firm Partners.

The Specialist is expected to maintain sufficient documentation and reporting so leadership has clear visibility into:

• Pending B&R requests.
• Completed requests.
• Documentation discrepancies.
• Request status.
• Workflow performance.

Software & Tools

• Microsoft Word – Documentation.
• Microsoft Excel – Tracking and reporting.
• Microsoft Outlook – Communication.
• Adobe Acrobat – Document management.
• Medical Billing & Records Software – Training provided during onboarding.
• Law Firm Portals – Document uploading and request tracking.
• Hubstaff – Time and activity tracking provided by Virtrify.

90-Day Onboarding Plan

Phase 1 – Orientation & Training | Weeks 1–2

During the first phase, the Billing Specialist will:

• Complete onboarding documentation.
• Complete HIPAA compliance training.
• Receive access to:
  • Billing systems.
  • Records systems.
  • Required software.
  • Communication channels.
• Learn the Bills & Records workflow.
• Shadow senior team members.
• Review billing and documentation procedures.
• Learn quality-control expectations.
• Begin handling basic requests under supervision.

Phase 2 – Independent Processing | Weeks 3–6

During this phase, the Billing Specialist will:

• Begin independently managing B&R requests.
• Process requests accurately and within established timelines.
• Audit bills independently.
• Audit medical records independently.
• Verify patient demographic information.
• Begin taking ownership of assigned law firm accounts.
• Maintain request tracking.
• Participate in leadership check-ins.
• Receive performance feedback.
• Continue improving speed and accuracy.

Phase 3 – Full Integration | Weeks 7–12

By the end of the onboarding period, the Billing Specialist will:

• Independently manage assigned requests from start to finish.
• Maintain detailed request logs.
• Submit weekly performance reports.
• Maintain established accuracy standards.
• Maintain HIPAA compliance.
• Identify workflow inefficiencies.
• Recommend process improvements.
• Complete a 90-day performance review with leadership.
• Receive a monthly time and activity report from Virtrify during the first 90 days.

Work Environment

• Fully remote position.
• Full-Time.
• Monday – Friday | 9:00 AM – 6:00 PM Eastern Time.
• Quiet and professional remote workspace required.
• Reliable high-speed internet connection.
• Updated Windows or Mac computer system.
• Secure handling of confidential information required.
• Strict HIPAA compliance.
• Ability to independently manage detail-oriented administrative work.
• Professional environment appropriate for handling confidential medical and legal documentation.

About the Company

Our client is a virtual mental health provider specializing in supporting individuals recovering from personal injuries.

The organization provides services including:

• Trauma and PTSD treatment.
• Anxiety and stress management.
• Sleep and emotional recovery support.
• Psychological evaluations.

Care is delivered virtually across the United States.

In addition to supporting injured individuals, the organization works closely with Personal Injury law firms that depend on accurate and professionally prepared documentation for legal use.

Because medical bills and records may become important components of legal cases, the organization places significant emphasis on:

• Accuracy.
• Confidentiality.
• Professionalism.
• Documentation quality.
• HIPAA compliance.
• Timely delivery.

The Billing Specialist plays a critical role in ensuring bills and records are properly reviewed, accurately prepared, and delivered to law firms according to established standards.

Final Notes

The Billing Specialist is expected to become a reliable operational owner of assigned Bills & Records requests.

Success in this position means:

• B&R requests are processed accurately and on time.
• Billing records maintain at least a 98% accuracy rate.
• Patient demographic information is verified before documentation is released.
• Bills and records are thoroughly audited.
• Law firm communications receive responses within 24 hours.
• Pending requests are actively tracked.
• Request logs remain accurate and current.
• Completed documentation is properly delivered or uploaded.
• Confidential medical and legal information is handled securely.
• HIPAA compliance remains at 100%.
• Law firm partners receive professional and reliable support.
• Internal teams receive accurate information.
• Workflow issues are identified and communicated.
• By the end of the first 90 days, the Specialist independently manages assigned requests from beginning to completion while maintaining the accuracy, confidentiality, and professionalism required by the organization.