Billings Analyst, Xactimate

About TruCare BioClean

TruCare BioClean is a veteran and family-owned biohazard remediation company serving clients throughout Texas.

About the Role

Seeking a highly experienced Insurance Claims & Billing Specialist to independently manage insurance estimating, claims administration, billing, and collections. This is not an entry-level position.

Key Responsibilities

• Estimating & Documentation
• Work directly with field technicians and management to understand the complete scope of services performed.
• Prepare detailed, accurate, and defensible estimates using Xactimate.
• Review job photographs, technician reports, labor records, equipment usage, disposal documentation, and other supporting materials.
• Identify missing documentation and proactively coordinate with field staff to obtain necessary information.
• Develop estimates and supplements covering biohazard mitigation, contents handling, cleaning, demolition, disposal, odor remediation, and associated restoration services.
• Ensure all legitimate services performed are accurately represented and appropriately billed.
• Insurance Claims Management & Negotiations
• Coordinate insurance claim initiation, estimate submission, supporting documentation, and ongoing follow-up.
• Serve as the primary point of contact for insurance adjusters, third-party reviewers, claims administrators, and other involved parties.
• Review carrier estimates and comparative assessments, identify discrepancies, and prepare evidence-based responses.
• Negotiate disputed line items, quantities, labor charges, and scope differences using technical knowledge and supporting documentation.
• Prepare and submit supplemental estimates as necessary.
• Work toward timely resolution of disputed claims while protecting the company's legitimate financial interests.
• Obtain ownership approval before accepting any final settlement or negotiated reduction.
• Billing, Accounts Receivable & Collections
• Manage each assigned job from initial estimate through final payment and reconciliation.
• Track insurance approvals, outstanding balances, deductibles, supplements, and expected payments.
• Coordinate directly with policyholders when insurance proceeds are issued to the insured rather than TruCare BioClean.
• Proactively follow up with adjusters, clients, and other responsible parties to resolve outstanding balances.
• Maintain accurate claim records and ensure all contractually owed amounts are pursued through collection.
• Identify payment delays, coverage issues, and collection obstacles and escalate them appropriately.
• Internal Coordination & Reporting
• Maintain consistent communication with technicians and management throughout each job's billing cycle.
• Independently manage an anticipated volume of 5-10 new claims per month, in addition to ongoing open claims and collections.
• Maintain an organized claims pipeline with clear documentation of status, outstanding action items, and payment expectations.
• Provide regular updates to company ownership regarding claims progress, disputed amounts, accounts receivable, and collections.
• Identify opportunities to improve documentation, estimating accuracy, billing efficiency, and collection timelines.

Requirements & Tech Stack

• Xactimate
• Potential familiarity with Encircle, XactAnalysis, or similar claims documentation platforms.

Qualifications

• Xactimate Experience: Demonstrated professional experience independently preparing, revising, and submitting insurance estimates using Xactimate, including supplements and responses to comparative estimates.
• Biohazard Remediation Experience: Direct professional experience estimating, billing, reviewing, or managing claims involving biological contamination, trauma cleanup, unattended deaths, decomposition, or similar biohazard remediation services.
• Experience communicating and negotiating directly with insurance adjusters and third-party claims reviewers.
• Strong understanding of insurance claims procedures, estimating documentation, scope disputes, and payment processes.
• Ability to interpret and defend remediation estimates using appropriate industry practices and supporting evidence.
• Experience coordinating with field personnel to obtain documentation and substantiate charges.
• Strong organizational skills and the ability to independently manage multiple active claims.
• Excellent written and verbal communication skills.
• High attention to detail, accountability, and follow-through.
• Ability to work independently in a remote environment with minimal supervision.
• Prior responsibility for managing restoration claims from estimate preparation through final collection is preferred.
• Experience handling complex mitigation, contents cleaning, demolition, and reconstruction-related estimates is preferred.
• Demonstrated success resolving disputed estimates and negotiating legitimate claim supplements is preferred.
• Experience maintaining accounts receivable reports and managing insurance-related collections is preferred.
• Familiarity with IICRC S540 and related remediation standards is preferred.

Compensation & Work Environment

• Annual part-time salary: $50,000, negotiable based on demonstrated experience, technical expertise, and capabilities.
• Part-time, 1099 contract employment.
• Fully remote position with flexible scheduling.
• Availability required during normal business hours for communication.
• Direct reporting relationship with company ownership.
• Employer-sponsored benefits are not provided.