Administrative & Billing Specialist, Full Time, M-F

VISITING NURSE dba Stillwater Hospice•Fort Wayne, IN

11d

About The Position

The Administrative & Billing Specialist provides comprehensive administrative, billing, and scheduling support for clinical, medical, and administrative teams. This role ensures efficient office operations, accurate billing and insurance processing, and excellent customer service for patients, families, and staff. The position coordinates schedules, manages patient accounts, and supports both front desk and back-office functions in a healthcare environment, with a special focus on hospice, home health, and palliative care services.

Requirements

High school diploma or equivalent; additional education in healthcare administration or billing preferred.
2+ years of secretarial/clerical experience in healthcare or office management.
Experience with electronic medical records (EMR), billing systems, and office software (Excel, Word, OneDrive).
Knowledge of Medicare, Medicaid, and commercial insurance guidelines.
Strong organizational and multitasking skills; ability to prioritize and manage multiple responsibilities.
Effective verbal and written communication skills.
Ability to maintain confidentiality and discretion with sensitive information.
Ability to remain calm and professional in emergencies or high-pressure situations.

Nice To Haves

Experience with scheduling, billing, and insurance authorization processes is highly desirable.

Responsibilities

Obtain insurance authorizations and verify patient eligibility; submit required documentation and follow up with payers.
Troubleshoot and resolve hospice and home health billing issues, including claims processing, payment discrepancies, and communication with insurance companies, patients, third-party billing companies, and staff.
Process invoices for accounts receivable, prepare patient statements, and manage outstanding balances.
Communicate with payor sources, patients, and staff regarding billing and account questions.
Ensure compliance with privacy practices and billing regulations.
Support clinical and medical staff with scheduling, charting, and documentation.
Manage external events at the Grief Center, including scheduling, logistics, and communication with participants and staff.
Schedule and confirm appointments for palliative care patients, coordinate follow-up needs, and maintain provider schedules.
Schedule and confirm hospice face-to-face visits to ensure compliance and timely communication with patients and families.
Track and update Hospice provider on-call schedules and ensure coverage for absences.
Manage provider scripts in pharmacy benefits manager software, ensuring accurate entry, tracking, and reconciliation of prescriptions for Palliative providers.
Assist in obtaining prior authorizations for Palliative medications from insurance companies.
Provide front desk coverage: answer and direct calls, receive visitors, process mail, and order office supplies.
Adhere to all organizational policies, privacy practices, and dress code.
Maintain strict confidentiality of patient and organizational information.
Participate in safety, quality improvement, and compliance committees as assigned.

Benefits

Health Insurance with PPO (preferred provider organization).
Dental and Vision Insurance.
Flexible Savings Account (FSA).
Free Employer Health Clinic (for medical plan participants). Partnership with Parkview Health.
Catastrophic Medical Care Plan (qualifications apply).
Medical Claims and Healthcare Utilization Management program.
A partnership with Wellbridge Surgical, which is a concierge Surgery Center, includes reimbursement of medical plan deductibles and travel (for medical plan participants).
Dependent Care Savings Account (DCFSA).
TriShare Plus Child Care Cost Sharing plan (for qualifying employees).
CoShare Child Care Cost Sharing plan (for qualifying employees).
Generous Paid Time Off.
Paid Wellness Days.
Time Off for Voting.
Paid Parental Leave for Births and Adoptions.
403b Retirement Plan for all employees with no cost access to a Financial Advisor and a strong Company Match for full-time employees.
Shift Incentive Pay, Performance Incentives, & Mileage Reimbursement.
Company-provided Uniform allowance.
Company-provided Basic Life Insurance plus AD&D Insurance.
Company-provided Short-Term Disability Insurance.
Affordable Term Life Insurance policies are available for employees and family members.
Education Incentives & Tuition Discounts w/ several local Universities.
Private Student Loan Assistance Program with Gradify.
Support the Federal Student Loan Forgiveness plan as a Qualifying Not-for-Profit Employer.
Annual Employee Tuition Assistance Plan, up to $2000.00 per year.
Stillwater Hospice Tuition Scholarships, up to $5000.00 per year.
A Robust Employee Assistance Program (EAP) program for Employees & Family household members.
New hire referral Finder's Bonus.
Free employee access to the services and programs at the Peggy F. Murphy Community Grief Center.
A newly remodeled, modern Inpatient Unit.
Newly built Staff Respite Room in the Hospice Home IPU.
Multiple employee engagement events per year: Wellness/Health Events, Quarterly Employee Benefit Fairs, Organization picnics, and Organization holiday events.
A strong commitment to promoting and advancing employees from within the organization.
The campus is connected to the Fort Wayne Trails system.
Discounts at the YMCA (multiple included, not just Allen County).