Job Description

Healthcare Administrative Analyst – Exact Billing Solutions (EBS)
Lauderdale Lakes, FL - On-site

Who We Are

Exact Billing Solutions is a unique team of revenue cycle management professionals specializing in the substance use disorder, mental health, and autism care fields of healthcare services. We have extensive industry knowledge, a deep understanding of the specific challenges of these markets, and a reputation for innovation. With our proprietary billing process, EBS is the oil that brings life to the engines of its partner healthcare companies.

EBS is poised for exponential growth, and we are building out our teams to support the expansion of global operations.

Part of the ICBD family office portfolio, Exact Billing Solutions combines entrepreneurial speed with the financial discipline of a self-funded, founder-led organization. Our growth reflects a proven ability to solve complex healthcare challenges with operational precision, scalable systems, and client-first innovation.

Our Origin Story

Exact Billing Solutions was launched to address one of healthcare’s most persistent challenges: the burden of billing and insurance administration on providers. With firsthand knowledge of how inefficiencies in revenue cycle management drain resources from patient care, our founder built a company dedicated to removing obstacles, accelerating cash flow, and delivering peace of mind to clients across specialties.

Recognition & Awards

Exact Billing Solutions contributes heavily to the success of the broader ICBD family office ecosystem and benefits from the recognition awarded to other portfolio companies, including:

• Inc. 5000, 2024 – Top 5 Fastest-Growing Private Companies in America (ABA Centers of America)

• EY Entrepreneur Of The Year® U.S. Overall

• Florida Trend Magazine – 500 Most Influential Business Leaders

About the Role

The Healthcare Administrative Analyst is responsible for providing clerical, administrative, and data‑entry support to the Utilization Review (UR) and Single Case Agreement (SCA) departments. The position floats between both departments as directed and performs established processes and assigned tasks or special projects to support daily operational workflow and efficiency. Work is performed under the direction of each department leadership.

The Healthcare Administrative Analyst must follow defined procedures, established workflows, and departmental guidelines, including but not limited to verifying, uploading, and ensuring maintenance of accurate documentation for each client and ticket, scheduling peer reviews or calls with clients, Patient Advocates or Utilization Review Specialists, calling other providers, calling insurance companies for outstanding determinations on authorizations submitted, updating data and system entries such as payor information, dates of service ranges, rates, CPT codes, and other important information related to authorizations, as well as providing many other administrative assistance to each Department. Overall, the role requires considerable independence, initiative, and a thorough understanding of departmental policies and procedures.

Healthcare Administrative Analyst in this position do not set policy, negotiate terms, make binding decisions, or exercise discretionary authority. The principal functions of the position identified herein shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

POSITION ESSENTIAL DUTIES & RESPONSIBILITIES

General Administrative & Clerical Functions

• Perform clerical and administrative support tasks for the UR and SCA departments.

• Enter, update, and maintain data in internal proprietary systems, logs, trackers, and electronic files.

• Prepare, verify, organize, and/or upload documentation according to established procedures.

• Update tickets, records, and files to ensure completeness and accuracy.

Utilization Review (UR) Administrative Support

• Enter and update authorization and determination information as provided by payors or staff members and leadership.

• Conduct determination status checks by contacting payors pursuant to established processes, accessing payor portals to retrieve determination information, etc.

• Record determination outcomes accurately without interpretation or decision-making authority.

• Monitor ticket queues and aging reports to identify items requiring follow up per established guidelines.

• Escalate unresolved or out of scope issues to management or leadership as directed.

Single Case Agreement (SCA) Administrative Support

• In addition to the similar tasks above, update and maintain SCA tickets, files, excel, and other tracking tools.

• Assist with in-network vetting tasks by gathering, entering, and organizing information as instructed.

• Enter, update, and clean temporary authorization codes, effective dates, and/or rates as provided by management or other leadership as directed.

• Support other recurring SCA administrative and priority projects.

Data Integrity & Quality Checks

• Verify dates, codes, rates, and required fields are completed according to established processes, policies and standards.

• Correct identified clerical errors within scope and escalate discrepancies as required.

• Perform routine quality checks for accuracy, completeness, and consistency of entered data.

Systems & Tools

• Work within proprietary internal systems used by both UR and SCA departments following training and written instructions.

• Use Microsoft Excel regularly for tracking, sorting, pivoting, filtering, and updating departmental data.

• Maintain organized electronic records in accordance with company policy.

Special Assignments

• Complete administrative tasks and special projects as assigned by Managers or the VP of Operations of either department, following provided instructions and deadlines.

Requirements

• High-school diploma or equivalent.

• Strong working knowledge of Microsoft Excel required.

• Ability to learn and use internal proprietary systems.

• Strong attention to detail and ability to follow standardized procedures.

• Ability to manage assigned tasks, deadlines, and workload under supervision.

• Willingness to submit to drug and background screenings.

• Preferred: Two years of clerical experience, including one year in a position requiring familiarity with medical terminology and recordkeeping systems

Benefits

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays). 

• Flexible Spending Account (FSA) and Health Savings Account (HSA) options. 

• Medical, dental, vision, long-term disability, and life insurance. 

• Generous 401(k) with up to 6% employer match. 

Exact Billing Solutions (EBS) Culture

Integrity. Dependability. Attention to detail. All our team members exhibit these qualities when it comes to doing business. And when it comes to the business of supporting a team, as a company, we offer no less to our team members. We’re a fast-paced, growing company delivering services that allow our clients to spend more time helping people. At the end of the day, it’s people, not numbers, that drive our success.

Exact Billing Solutions participates in the U.S. Department of Homeland Security E-Verify program.