Part-Time Administrator

Part-Time Administrator

Employment Type:Part-time, Independent ContractorWork Volume:~20 hours per weekWork Model:RemoteWork Hours:Alignment with US business hoursCore Domain:Healthcare/Therapy Insurance Claims, Medical Billing, & Patient Accounts Receivable

Role Summary

​​​​​We are seeking a highly analytical, process-drivenPart-Time Medical Administrator & Claims Specialistto anchor our back-office healthcare insurance, billing, and patient invoicing operations. This role is a specialized administrative seat built for a professional who possesses deep, practical experience navigating the complexities of medical or therapy practice billing, insurance claims filing, and general ledger financial reconciliation.

This is a hands-on operational role requiring absolute data precision and high autonomy. You will serve as the primary gatekeeper for our cash inflow pipelines—proactively tracking claims lifecycles, auditing invoice discrepancies, resolving insurance billing bottlenecks, and ensuring all transactional data maps flawlessly to our financial ledgers.

Key Responsibilities

1. Insurance Claims Lifecycles & Discrepancy Auditing
* Claims Processing & Submission:Prepare, verify, and submit clean insurance claims (including CMS-1500 or equivalent formats) in strict compliance with healthcare regulatory standards (HIPAA) and practice policies.
Claims Processing & Submission:Prepare, verify, and submit clean insurance claims (including CMS-1500 or equivalent formats) in strict compliance with healthcare regulatory standards (HIPAA) and practice policies.
* Denial Management & Appeals:Proactively review, track, and systematically appeal denied, rejected, or delayed claims. You will research root causes, gather necessary clinical/administrative documentation, and interface directly with insurance payors to accelerate claim resolutions.
Denial Management & Appeals:Proactively review, track, and systematically appeal denied, rejected, or delayed claims. You will research root causes, gather necessary clinical/administrative documentation, and interface directly with insurance payors to accelerate claim resolutions.
* Compliance Safeguarding:Stay ahead of policy changes, medical coding updates (ICD-10, CPT), and payer guidelines to minimize submission errors and maintain low rejection rates.
Compliance Safeguarding:Stay ahead of policy changes, medical coding updates (ICD-10, CPT), and payer guidelines to minimize submission errors and maintain low rejection rates.

2. Patient Invoicing & Full-Cycle Practice Billing
* Patient Invoicing & Statements:Generate and dispatch highly accurate patient statements, superbills, and invoices based on clinical logs and rendered services.
Patient Invoicing & Statements:Generate and dispatch highly accurate patient statements, superbills, and invoices based on clinical logs and rendered services.
* Disbursement Reconciliations:Monitor incoming digital payments, matching insurance Electronic Remittance Advices (ERAs/EOBs), credit card receipts, and patient copays against open Accounts Receivable (AR) ledgers.
Disbursement Reconciliations:Monitor incoming digital payments, matching insurance Electronic Remittance Advices (ERAs/EOBs), credit card receipts, and patient copays against open Accounts Receivable (AR) ledgers.
* Collections Coordination:Execute soft collections outreach via email and phone to resolve aging patient balances, past-due invoices, and outstanding copays.
Collections Coordination:Execute soft collections outreach via email and phone to resolve aging patient balances, past-due invoices, and outstanding copays.

3. Financial Administration & Data Hygiene
* Ledger Synchronization:Maintain pristine records within the practice management and EHR/accounting systems, ensuring that insurance allocations and patient billing data reconcile perfectly with cash positions.
Ledger Synchronization:Maintain pristine records within the practice management and EHR/accounting systems, ensuring that insurance allocations and patient billing data reconcile perfectly with cash positions.
* Audit-Ready Documentation:Systematically catalog all financial agreements, compliance source files, and insurance correspondence within an organized, HIPAA-compliant cloud infrastructure.
Audit-Ready Documentation:Systematically catalog all financial agreements, compliance source files, and insurance correspondence within an organized, HIPAA-compliant cloud infrastructure.
* Reporting Metrics:Compile routine weekly summaries detailing pending claims volumes, overall aging report statuses, and billing velocity for leadership review.
Reporting Metrics:Compile routine weekly summaries detailing pending claims volumes, overall aging report statuses, and billing velocity for leadership review.

Required Skills & Qualifications (Must-Haves)
* Industry Experience:Minimum 3+ years of direct, hands-on administrative experience working within ahealthcare, therapy, or medical practice setting.
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