Billings Analyst - Xactimate

Insurance Claims & Billing Specialist – Xactimate / Biohazard Remediation Company: TruCare BioClean LLC Location: Remote Employment Type: Part-Time, 1099 Contract Compensation: $50,000 annually, negotiable based on experience and capabilities Schedule: Flexible, with availability during normal business hours for insurance-related communications Reports To: Company Owners About TruCare BioClean TruCare BioClean is a veteran and family-owned biohazard remediation company serving clients throughout Texas. We specialize in trauma and crime scene cleanup, unattended death and decomposition remediation, bloodborne pathogen cleanup, hoarding-related biohazard remediation, odor remediation, and associated restoration services. We are seeking a highly experienced Insurance Claims & Billing Specialist to independently manage our insurance estimating, claims administration, billing, and collections process from initial documentation through final payment. This is not an entry-level position or a traditional billing role. We are looking for someone with demonstrated expertise in both Xactimate and biohazard remediation who can confidently navigate complex insurance claims, communicate with adjusters, defend legitimate charges, and take complete ownership of the billing cycle.

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 the information necessary to substantiate estimates. Develop estimates and supplements covering biohazard mitigation, contents handling, cleaning, demolition, disposal, odor remediation, and associated restoration services. Ensure that 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 that 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.

Required Qualifications

Candidates MUST meet both of the following requirements: 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. Additional required qualifications 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. Applicants who possess experience in only Xactimate or only biohazard remediation do not meet the minimum qualifications. Both are mandatory.

Preferred Qualifications

Familiarity with IICRC S540 and related remediation standards. Experience with Encircle, XactAnalysis, or similar claims documentation platforms. Prior responsibility for managing restoration claims from estimate preparation through final collection. Experience handling complex mitigation, contents cleaning, demolition, and reconstruction-related estimates. Demonstrated success resolving disputed estimates and negotiating legitimate claim supplements. Experience maintaining accounts receivable reports and managing insurance-related collections. Compensation & Work Environment Annual part-time salary: $50,000, negotiable based on demonstrated experience, technical expertise, and capabilities. Part-time, 1099 employment. Fully remote position with flexible scheduling. Availability required during normal business hours to communicate with insurance adjusters, clients, technicians, and management. Direct reporting relationship with company ownership. Employer-sponsored benefits are not provided. We value independence, accountability, professionalism, and results over rigid scheduling. The successful candidate will be trusted to manage the claims process with limited supervision while maintaining clear communication with ownership.

How to Apply

Please submit a resume highlighting your relevant experience in Xactimate, biohazard remediation, and insurance claims management. Qualified candidates should be prepared to discuss: Their experience preparing Xactimate estimates specifically for biohazard remediation. Examples of disputed claims or comparative estimates they have successfully negotiated. Their experience managing claims through final payment and collection. Their approach to obtaining documentation from field personnel and supporting disputed charges.