Job Description

Job Title: Hospice Intake and Billing Specialist Reports To: Hospice Executive Director

Location: Carmel, Indiana

Employment Type: Full-Time

Position Summary

The Billing Specialist is responsible for the accurate preparation, submission, and follow-up of claims for Medicare, Medicaid, and commercial insurance payers. This position supports the financial integrity of the agency through effective management of the billing, intake, authorization, and collections cycle, ensuring compliance with federal, state, and agency billing policies. The role utilizes Home Care Home Base (HCHB) to manage workflows and documentation related to billing, intake, and authorization processes.

Key Responsibilities

Billing, Intake & Claims Administration

Generate and submit timely, accurate claims through Home Care Home Base (HCHB) to Medicare, Medicaid, and commercial insurers.
Monitor unbilled claims and ensure timely filing to avoid denials due to timely filing limits.
Follow up on unpaid claims, resolve denials, submit appeals, and post adjustments as needed.
Review accounts receivable monthly and work all assigned accounts on a consistent basis.
Perform intake functions including verifying patient demographics, insurance coverage, and service eligibility.
Initiate and track authorization requests for services, ensuring timely submission and follow-up with payers.
Accurately enter intake and authorization data into HCHB to support billing and clinical workflows.
Accounts Receivable & Authorization Management
Collaborate with finance leadership to identify uncollectible accounts and make recommendations for third-party collections.
Ensure accurate payer setup and authorization entry in HCHB.
Verify insurance benefits and prior authorizations, when applicable.
Maintain documentation of authorization approvals, denials, and expiration dates.
Customer Service & Communication
Respond professionally and promptly to inquiries from patients, families, payers, and internal stakeholders.
Support quality assurance efforts by identifying and reporting recurring billing errors or patterns in denials.
Communicate proactively with clinical teams regarding authorization status and payer requirements.
Compliance & Documentation
Maintain HIPAA compliance and adhere to Medicare billing guidelines and industry regulations.
Document all billing actions, payer responses, intake details, and authorization communications within HCHB.
Assist with internal audits and compliance reviews as needed.
Team Support & Mentorship
Assist in onboarding and training of new billing and intake team members.
Attend team meetings, maintain active communication with clinical and financial staff, and contribute to a culture of continuous improvement.

Qualifications

Education & Experience

High School Diploma or GED required; Associate's or Bachelor's degree in Business, Accounting, or Healthcare Administration preferred.
At least 1 year of medical billing experience required; home health or hospice billing experience strongly preferred.
Experience with Home Care Home Base (HCHB) is required or highly preferred.
Proficient in working with clearinghouses (e.g., Waystar) and understanding Explanation of Benefits (EOBs).
Prior experience in intake and authorization processes preferred.

Skills & Competencies

Thorough understanding of Medicare, Medicaid, and commercial insurance billing practices.
Familiarity with payer-specific authorization requirements and intake workflows.
Exceptional time management, problem-solving, and organizational skills.
Ability to work independently while meeting deadlines and quality benchmarks.
Strong verbal and written communication skills.
Comfortable working in a fast-paced, collaborative environment.

Physical Requirements

Prolonged periods of sitting and working on a computer.
Occasional lifting of up to 15 pounds.
Frequent use of hands, hearing, and vision for computer and phone tasks.

Additional Information

This job description is intended to outline the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and skills required. Duties may be modified to meet the evolving needs of the organization.

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