Billing Specialist

Job Overview

A Billing Specialist is responsible for managing, tracking, and closing the financial side of client matters to ensure all payments are accurate, timely, and properly documented. In a law firm—especially personal injury and criminal defense—the Billing Specialist plays a critical role in protecting trust accounts, maintaining compliance, and ensuring cases are financially closed correctly.

Schedule: Monday - Friday, 8:30 AM - 5:30 PM EST, McDonough GA, with 1-hour unpaid break (8 hours per day, 40 work hours per week)​

Core Duties of a Billing Specialist

1. Billing & Payments

• Prepare, review, and record invoices and payments
• Track outstanding balances and follow up on unpaid accounts
• Resolve billing errors, chargebacks, and discrepancies

2. Case Reconciliation (Law Firm Context)

• Reconcile cases after settlement or resolution
• Confirm receipt of checks and proper allocation of funds
• Request and track medical and lien reductions
• Pay medical providers, vendors, and other lienholders
• Confirm checks clear and balances are accurate

3. Trust & Accounting Support

• Ensure trust (IOLTA) balances are accurate
• Coordinate with the bookkeeper or accounting team
• Flag and resolve trust accounting issues promptly

4. Client & Third-Party Communication

• Communicate with clients regarding billing status and balances
• Contact medical providers, insurers, and vendors to confirm amounts owed
• Provide professional updates during financial closure

5. Recordkeeping & Compliance

• Maintain detailed and accurate financial records
• Document reduction requests, approvals, and denials
• Ensure files are properly closed in the case management system

6. Collections Support (Criminal Defense / Fee-Based Matters)

• Track payment plans and missed payments
• Send billing notices and follow up with clients
• Document all collection-related communications

Why the Role Is Important

A Billing Specialist:

• Protects the firm’s trust account and compliance
• Ensures clients are paid correctly and on time
• Prevents financial errors that can delay case closure
• Improves cash flow and firm efficiency
• Supports a professional, transparent client experience

In One Sentence

A Billing Specialist ensures that every dollar is accounted for, every provider is paid correctly, every client is informed, and every case is financially closed without errors.

Billing Specialist requirements should go beyond basic invoicing. Because this is a law-firm billing role involving personal injury, criminal defense, settlements, liens, and trust accounting, the ideal candidate needs a combination of accounting skills, legal-finance knowledge, organization, and strong communication.

Requirements for the Role

1. Education

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Legal Studies, or a related field preferred.
• Relevant legal billing or accounting certifications would be an advantage but are not necessarily required.

2. Work Experience

• 2–4 years of experience in billing, accounts receivable, bookkeeping, accounting, or financial administration.
• Experience working in a law firm is strongly preferred.
• Experience with personal injury settlements, medical liens, settlement disbursements, or trust accounting is highly desirable.
• Experience handling client payment plans and collections is beneficial, particularly for criminal defense or other fee-based practices.

3. Legal & Financial Knowledge

The candidate should have a working understanding of:

• Legal billing and client account management
• Settlement accounting and case reconciliation
• Medical bills and lien balances
• Lien reduction requests and negotiations
• Settlement disbursements
• Trust/IOLTA accounting principles
• Accounts receivable and outstanding balances
• Payment processing and check reconciliation
• Chargebacks, refunds, and billing discrepancies
• Client funds versus firm operating funds
• Financial documentation and audit trails
• Confidentiality requirements when handling client and financial information

Important: The person does not necessarily need to be a lawyer or accountant, but they should understand that client trust funds must be handled differently from the firm's own money.

4. Software Skills

Strong computer skills should be required, including:

• Microsoft Excel — preferably intermediate to advanced
• Microsoft Office/Google Workspace
• Accounting or billing software
• Law-firm case management software
• Payment processing systems
• Electronic document management systems

Experience with platforms such as Clio, MyCase, PracticePanther, Filevine, QuickBooks, Smokeball, or similar systems would be a plus.

5. Technical/Accounting Skills

The candidate should be able to:

• Prepare and review invoices
• Enter and reconcile payments
• Reconcile client and case balances
• Identify discrepancies and investigate their causes
• Track outstanding receivables
• Calculate settlement distributions
• Maintain accurate financial records
• Track provider/lien balances
• Monitor checks from issuance through clearance
• Prepare financial reports
• Maintain organized documentation
• Perform high-volume data entry with a high degree of accuracy

6. Communication Skills

Because this person will communicate with clients, attorneys, medical providers, insurance companies, lienholders, vendors, and internal accounting staff, they should have:

• Excellent written and verbal communication
• Professional telephone and email etiquette
• Strong follow-up skills
• Ability to explain financial information clearly
• Confidence communicating about balances and payments
• Ability to handle difficult or sensitive financial conversations professionally
• Strong negotiation/follow-up skills when requesting lien reductions

7. Organizational Skills

This is probably one of the most important requirements for the role.

The candidate should be:

• Extremely detail-oriented
• Highly organized
• Able to manage multiple cases simultaneously
• Comfortable working with deadlines
• Able to prioritize urgent financial matters
• Consistent with follow-up
• Good at maintaining documentation
• Able to identify missing information before closing a file
• Comfortable working independently

A good Billing Specialist should be the type of person who notices that a $50 discrepancy exists before the case is closed, rather than discovering it weeks later.

8. Compliance & Confidentiality

Because the position handles client money and sensitive legal information, candidates should demonstrate:

• Strong understanding of confidentiality
• Ability to protect sensitive client and financial information
• High level of integrity and ethical judgment
• Understanding of financial controls
• Ability to follow firm policies and accounting procedures
• Willingness to escalate potential trust-account discrepancies immediately
• Careful handling of financial and legal documentation

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.