Administrative Billing Specialist

Scott County (IA); Davenport (IA); On-site; USD 42,000 - 64,000; Full time

Job summary

Scott County is seeking an Administrative Billing Specialist to provide essential billing and administrative support to the MEDIC EMS department. The role entails processing complex EMS billing, verifying insurance information, and ensuring accurate payments while maintaining confidentiality.

You will assist with payroll, budgeting, reporting, and staff training, coordinating with vendors and internal teams to improve efficiency and compliance in a demanding public safety environment.

Qualifications

• Associate's degree in business/Accounting required or equivalent.
• Four years of bookkeeping, accounting, administrative, or medical billing experience.
• Certified Ambulance Coder and Medicare billing experience preferred.

Responsibilities

• Provides administrative and clerical support to department leadership and staff.
• Manages and verifies charge entries, billing information, and insurance detail; posts payments.
• Works with contracted billing vendor to resolve denials and inquiries.
• Prepares accounts payable/receivable, deposits, and budget-related documents.
• Generates financial reports, assists with GEMT and annual budgeting processes.
• Assists with payroll processing, staffing forecasts, and scheduling needs.

Skills

Billing experience

Payroll knowledge

Accounting basics

HIPAA compliance

Customer service

Documentation & filing

Communication skills

Microsoft Office

Education

Associate's Degree in Business/Accounting

Certified Ambulance Coder (preferred)

Job description

Under the general supervision of the MEDIC EMS Director, the Administrative Billing Specialist provides administrative support to department leadership and staff, performs complex medical billing related to emergency medical services to ensure appropriate payment, and supports analytical, payroll, and workforce management functions to ensure operational efficiency and compliance.

ESSENTIAL FUNCTIONS

ESSENTIAL FUNCTIONS--Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and responsibilities performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

Administrative and Billing

• Provides administrative and clerical support to department leadership and staff; maintains various files; assists in the development of procedures; drafts and generates correspondence.
• Answers telephone, responds to questions, directs calls, takes messages, greets, and assists office visitors and responds to e-mail inquiries.
• Serves as primary contact for day-to-day operations with contracted billing vendor; works with billing vendor to investigate insurance denials and research customer service issues associated with billing process.
• Manages and verifies charge entries, billing information, insurance information (Medicaid, Medicare, private insurance, etc.), and reviews coding with utilisation of appropriate coding edits; posts patient/insurance payments and refunds overpayments.
• Oversees billing data collection by Couriers, ADM Billers, and MED-COM staff, in addition to assuring compliance with paramedic division personnel billing scanning document collection.
• Follows up on past due accounts, works with collection agencies, and provides necessary information as required.
• Provides and coordinates billing education for staff, including HIPAA and documentation standards.
• Responds to medical records requests.
• Participates in the hiring and training processes for the department; provides direction and oversight, assignment of work, performance appraisals, and coaching and counseling; resolves conflicts and oversees cross training of various clerical tasks involved in claims processing.
• Works with individuals and facilities to arrange for medical transport/transfers and communicates billing and/or insurance information for the service.
• Processes department accounts payable claims. Receives, verifies, records, calculates, and submits accounts receivable and daily deposits to the Scott County Treasurer; monitors, balances, and corrects discrepancies.
• Bills organizations for services and supplies provided, such as Chart Hosting and Dispatching services.
• Reconciles purchasing card program for all office cardholders; matches receipts to card statements; balances and submits transactions; verifies charges for validity and accuracy.
• Assists in the preparation and entry of the department's annual budget, Ground Emergency Medical Transport (GEMT) reports, and other budget-related documents. Assists with the preparation of documents for audits and provides information as requested. Runs financial reports, works in spreadsheets, and compiles and enters the department's Budget For Outcomes (BFOs) as directed.
• Maintains confidential records and assures that appropriate releases of information are obtained.
• Coordinates department uniform allowance program; places orders, tracks allowance amounts, and balances.
• Sets up standby ambulances for Fairgrounds, River Bandits, and other special events. Advises MED-COM of administrative staff available during 911 surges.

Payroll/Workforce Planning

• Verifies and submits bi-weekly payroll for the department to ensure accurate records and classification of hours.
• Runs and maintains payroll reports and analysis, providing insights into payroll trends and variances.
• Provides training and guidance on payroll procedures and timesheet entry.
• Assists with developing short and long-term forecasts for workload, staffing, and scheduling needs using historical and real-time data.
• Analyzes staffing trends, attendance, and productivity to identify risks and recommend adjustments.
• Assists with schedule development and maintenance, time-off requests, and overtime needs using appropriate software.
• Prepares and communicates staffing and performance updates to department leadership, highlighting key trends and recommendations.

General

• Attends and participates in various meetings and trainings.
• Participates in department efforts related to accreditation/reaccreditation.
• Demonstrates the ability to exemplify, by actions, the County PRIDE philosophy.
• Performs related duties as assigned.

Education, Training, and Experience Guidelines

Associate's Degree in Business Administration, Accounting, or a related field; AND four (4) years of bookkeeping, accounting, administrative, or Medical Billing experience; OR an equivalent combination of education, training, and experience. Certified Ambulance Coder and experience with Medicare billing preferred.

Knowledge of:

• Applicable local, State, and Federal laws, codes, regulations, and ordinances.
• Supervisory principles and practices.
• General office policies, procedures, and equipment.
• Proper grammar, spelling, and punctuation.
• Customer service principles, practices, and etiquette.
• Accounting and bookkeeping principles and practices.
• HIPAA rules and regulations.
• Working knowledge of reporting systems, accounting systems, and internal controls.
• Records maintenance and retention policies and practices.

Skill in:

• Typing and entering data with speed and accuracy.
• Researching and compiling data for reports, presentations, and technical documents.
• Reviewing and monitoring budgets.
• Working on multiple tasks simultaneously to meet deadlines.
• Working effectively both independently and as part of a team.
• Maintaining accurate records, documentation, and filing systems.
• Maintaining confidential information.
• Establishing and maintaining cooperative working relationships.
• Communicating effectively verbally and in writing.

LICENSE AND CERTIFICATION REQUIREMENTS

Must obtain NAAC Ambulance Coder Certification within one year of hire and CPR certification within six months of hire.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. May be required to lift and move objects weighing up to 25 pounds.