Job Title: Billing and Payroll Specialist
Location: Remote (Philippines-based)
Schedule: Tue–Thu, 8:30 AM–4:30 PM (24 hrs/week; minimum 20). Potential to scale to full-time.
About Us
At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike.
About You
What sets us apart is YOU. You’re not just any virtual team member—you’re a Helper Hero! If you’re passionate about making a difference, have a knack for organization, and thrive in a fast-paced, mission-driven environment, you’re who we are looking for. If you’re the kind of person who loves tackling behind-the-scenes tasks with a smile, ensuring that our clients and caregivers receive the best possible support, apply today!
About the Role
Own day-to-day billing, payroll prep, and bank reconciliation so the office runs on time and cash flow stays accurate.
Key Responsibilities
- Run weekly billing from WellSky: validate visits, correct service codes, apply payer rules, and generate invoices.
- Prepare payroll files: verify hours vs. schedules, flag discrepancies, and submit clean reports by cutoff.
- Perform monthly bank reconciliations in QuickBooks; resolve variances with clear notes and backup.
- Maintain AR aging: track payments, post remittances, follow up on short pays/denials.
- Build and maintain finance trackers (Excel/Sheets): billing logs, exceptions, and weekly KPIs.
- Produce routine reports: revenue, payroll summaries, open exceptions, and month-end close checklists.
- Partner with schedulers on late clock-ins/edits to keep billing clean and on time.
- Protect PHI; follow HIPAA and internal data-handling rules.
Success Metrics
- 99% on-time weekly billing & payroll submissions.
<1% error rate on invoices/payroll files. - Month-end reconciliation completed within 5 business days.
Exceptions resolved within 48 hours.
Must-Haves
- 2+ years in US bookkeeping or healthcare billing/payroll (QuickBooks Online required).
- Strong Excel/Google Sheets (lookups, pivots, data cleaning).
- Detail-first mindset; comfort with audit trails and documentation.
- Clear, professional communication with US teams.
Nice-to-Haves
- Home care/WellSky experience; payer rules knowledge.
- AR collections and basic denial management.
Work Setup:
- Laptop or desktop
- Reliable internet (at least 25 Mbps), backup connectivity/power recommended
- Quiet workspace and professional phone etiquette
Tools: QuickBooks Online,Excel/Google Sheets, WellSky, RingCentral, Google Workspace.
Why You’ll Love Working with Us:
- Competitive Base Pay: We offer the highest base pay in the home care industry!
- Make a Difference: You’ll play a key role in ensuring that clients receive the best care possible.
- Growth Opportunities: As we grow, so will you! There’s plenty of room for advancement and learning.
- Fun & Supportive Team: We’re a tight-knit group that values collaboration, compassion, and a good laugh.
Ready to Be a Hero?
If you’re excited about the opportunity to join our team, where you’ll be appreciated, have a sense of purpose and inclusion and are willing to help us create a brighter, more compassionate care experience, we can’t wait to hear from you! Apply today and let’s make a difference together.
