Job Description

Payroll & Billing Specialist

Company: BlueDot Cares

Location: Charlotte, NC, On-site

Employment Type: Full-Time

Compensation: Competitive salary commensurate with experience

Benefits: 401(k) plan

Job Summary

The Payroll & Billing Specialist will manage payroll, client billing, accounts receivable, insurance and VA claims, and agency system administration for a growing home care agency serving clients across the Charlotte and Chapel Hill areas.

This role is responsible for end-to-end payroll for caregivers and office staff, client billing and receivables through QuickBooks, reimbursement claims with Long-Term Care insurance companies and the Department of Veterans Affairs, and administration of the agency's WellSky platform. The ideal candidate is detail-oriented, highly organized, comfortable managing recurring deadlines, and able to communicate clearly with employees, clients, families, and insurance carriers.

Essential Duties and Responsibilities

• Process weekly caregiver payroll and biweekly office payroll through ADP.
• Review client schedules and billing records to identify discrepancies before payroll processing.
• Prepare monthly and quarterly commission payments for placement and home care sales representatives.
• Maintain employee payroll files, including direct deposit information and pay rate records.
• Administer payroll deductions, including garnishments, levies, insurance, and other withholdings.
• Process mileage, car, phone, and business expense reimbursements.
• Calculate manual checks and resolve EFT returns as needed.
• Support 401(k) plan administration and respond to employee payroll questions.
• Process home care client invoices biweekly and placement invoices as submitted.
• Set up and maintain customer profiles and payment authorization information.
• Receive and apply client payments and perform bank reconciliations.
• Categorize bank and credit card transactions.
• Create and post accrual, recurring, and payroll journal entries.
• Calculate placement commissions and maintain related tracking spreadsheets.
• Provide W-9 forms, certificates of insurance, and licensing documentation as requested.
• Submit Long-Term Care insurance claims and required supporting documentation.
• Respond to carrier inquiries, recertification requests, and documentation requirements.
• Assist clients and families with claim initiation, submission, and denial resolution.
• Manage VA referrals and authorizations through CCRA/HSRM and Optum portals.
• Submit VA invoices and handle adjustments for privately paid hours outside VA authorizations.
• Set up authorizations and submit invoices for the GUIDE program.
• Serve as an agency administrator for WellSky.
• Maintain agency settings, billing rate policies, and payroll rate policies across offices.
• Maintain client billing rates, shift differentials, caregiver pay rates, and complex rate arrangements.
• Maintain the caregiver pay rate reference sheet for the scheduling team.
• Train team members on WellSky and establish system best practices.
• Maintain payment authorization documentation and follow up on missing service agreements.
• Provide backup support for incoming client and caregiver calls.
• Manage office supply ordering.

Required Qualifications

• 3+ years of hands-on payroll and/or billing experience.
• Proficiency with QuickBooks.
• Experience with a payroll platform such as ADP.
• Working knowledge of general ledger basics, including journal entries and bank reconciliation.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage weekly, biweekly, monthly, and quarterly deadlines simultaneously.
• Clear and empathetic communication skills.
• Ability to communicate effectively with employees, elderly clients, families, and insurance carriers.
• Ability to handle confidential payroll, financial, and client health information with discretion.

Preferred Qualifications

• Experience within home care, home health, healthcare services, or a similar environment.
• Experience with WellSky or another agency management system.
• Experience with insurance claims and Long-Term Care insurance billing.
• Experience with VA billing, authorizations, or reimbursement processes.
• Familiarity with CCRA/HSRM and Optum portals.
• Experience managing multiple billing and payroll rate structures.

Work Environment / Schedule

• Full-time position.
• On-site in Charlotte, North Carolina.
• Responsible for managing recurring weekly, biweekly, monthly, and quarterly payroll and billing deadlines.
• Works closely with employees, clients, families, insurance carriers, and internal agency teams.

Compensation and Benefits

• Competitive salary commensurate with experience [salary range].
• 401(k) plan.
• [Health insurance / PTO / other benefits as applicable].

EEO Statement

• We are an Equal Opportunity Employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic under applicable federal, state, or local law.

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