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Billing Specialist I · Workflow Guide
Time sheets can be processed at the end of the current service week, or are due the Monday of the week after service — but MUST be in the systems no later than Tuesday of the week after service.
Enter clients and newer authorizations into the Billmatrix Excel spreadsheet.
Review the list of clients and authorized hours to ensure authorizations are up to date.
Ensure all clients are updated with service times daily per each HHA daily visit.
Correct any edits needed, ensuring times match reported times in Sandata and the time sheets.
Ensure all times are entered for the prior week with zero errors and/or double entries.
Run the Weekly Report every Monday in DDE and compare hours in the Excel spreadsheet to ensure reports match time/units entered in Sandata. Correct any discrepancies in the Excel spreadsheet and/or DDE to match Sandata.
Send all matching reports to the Operations Director for approval no later than Tuesday.
Operations Director verifies hours match in DDE, Billmatrix, and Sandata via a random spot time entry audit.
Operations Director performs one final spot audit matching hours with time sheets, DDE, Billmatrix, and Sandata before end of month.
Operations Director physically verifies all clients are in the green on the last day of the month in Sandata.
Enter time into DDE and Billmatrix. Ensure hours match all authorized service hours and/or days to the full.
Confirm any time edit entries received via other communication that were updated in Sandata but are not on the time sheet (or vice versa). Make edits to match in both the program and the time sheet.
Check off all hours entered into systems. Note any discrepancies or follow-ups needed for the Operations Manager.
Hand off completed time sheets to the Office Coordinator.
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