Billing Specialist

Gravity IT Resources

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Job Title: Review and Editing Billing Specialist
Job Type: Direct Hire 
Location: MIamisburg Ohio – hybrid
Work Authorization: US Citizen or Green Card only
Referral Fee: +/- $2000

Objective:

The Proforma Review Specialist is responsible for proforma narrative review and editing for designated client matters to improve bill speed and quality for the firm’s most complex and strategically important clients.  The Proforma Review Specialist S will also support operations and continuous improvement of matter specific intelligent billing guidance (blocks & flags) to enforce client specific billing guidance and time entry.  Additionally, the Proforma Review Specialist will assist with continuous improvement of proforma review techniques and associated time entry best practices based on available technology and lessons learned.

About This Role

Client/Matter Proforma Review:

  • Responsible for proforma narrative review and editing for designated client matters to improve bill speed and quality for the firm’s most complex and strategically important clients.
  • Follow appropriate proforma review and feedback approach for assigned matters in consultation with the partner/counsel, billing secretary, and Legal Project Managers (“LPMs”). Where possible, standardize the firm approach for narrative review but allow flexibility for unique situations or practice related differences.
  • Support matter intake for each Proforma Review Services (“PRS”) assignment to include meeting with partners or counsel to set service expectations.
  • Stay abreast of client outside counsel guidelines associated with PRS matter assignments and work with the LPM team to prepare and update client specific time entry guidance.
  • Support continuous improvement of proforma review techniques and associated time entry best practices (blocks & flags, billing guidance, review technology, rejection analysis) based on available technology and lessons learned.
  • Coordinate with LPMs assigned to supported matters to facilitate oversight and review of narrative edits prior to month end.
  • Analyze and capture baseline metrics to support performance monitoring of each PRS assignment.
  • Create and maintain a database of rejections/problematic narrative language for each assigned client, circulate to other team members.
  • As necessary, meet with partner, secretary, LPM if assigned, and client contact to address write-downs or billing issues that result from rejected narratives, missing timekeepers, etc.

Firm Time Entry Standards and Education:

  • As required, provide support and assistance to PRS team efforts to develop and document firm-wide standards and best practices for timekeeper narratives entries. This may involve developing materials, delivering training, and coordinating with secretarial resources and other teams.

Intelligent Billing Guidance (a/k/a Blocks & Flags):

  • Assist with maintaining a catalog for firm, client, and matter blocks & flag tiers. Ensure firm-wide time entry narrative standards are supported by effective blocks & flags.
  • As required, coordinate with LPMs to develop, test, and refine blocks & flags for specific clients and matters. Based on PRS assignments, evaluate the effectiveness of blocks & flag tiers, and provide feedback.

Continuous Improvement:  

  • Assist with continuous improvement of proforma review services and associated solutions – cultivate relationships within Finance, IS, Secretarial, and Matter Management Services to promote organizational change and adoption of PRS services.
  • Maintain a high level of expertise with Proforma Tracker, 3E Time Modify and Intapp Time.

General:

  • Display professionalism, high quality service and a positive “can do” attitude to internal and external stakeholders of the Firm via electronic and print correspondence, over the telephone and in-person.
  • Ensure client satisfaction by effective and timely communications related to PRS assignments.
  • Assume additional responsibilities as assigned.

Required Skills

  • Client service focused. Demonstrates flexibility and collaboration when working with various individuals and groups.  Excellent interpersonal and communication skills.
  • Strong proficiency with editing, proofreading or document processing.
  • Analytical, problem-solving mindset, keen data insight.
  • Proactive and responsive. Strong multitasking and project management skills and demonstrated abilities to handle multiple projects at a time and tight deadlines required. 
  • Ability to work independently with minimal supervision, and to be a cooperative and effective contributor to larger teams.
  • Self-starter able to adapt to change. Ability to exercise good judgment in dealing with ambiguous situations.

Required Experience

  • 2 or more years’ experience with duties described above required.
  • Strong proficiency with computer applications including Microsoft Office products, Excel, Word, PowerPoint, etc.
  • Law firm or other professional services industry preferred.

Education:

  • Bachelor’s degree in English, Communications, Finance, information processing preferred.

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