Medical Billing Assistant (Home Care) – Setup Project w/ OnTimeITS + QuickBooks Integration

We’re HeartFirst Home Care, a licensed Personal Services Agency (PSA) based in Indianapolis, Indiana, and we’re looking for an experienced Medical Billing Specialist to set up and optimize our billing and scheduling system using OnTimeITS, and integrate it with QuickBooks.

This is a one-time project with the potential for future task-based work if results are excellent.



Key Responsibilities:

1. OnTimeITS Setup (Top Priority)
• Set up billing, scheduling, and caregiver time tracking flow inside OnTimeITS
• Ensure correct service codes, payer sources, visit logs, and documentation flow
• Configure caregiver access + supervisor visibility
• Show us how to submit claims through the system

2. Medicaid Billing Integration
• Set up correct Indiana Medicaid waiver billing structure
• Ensure the system tracks billable units and aligns with state guidelines
• Set up reports and exports for seamless claim submission

3. QuickBooks Integration
• Link OnTimeITS with QuickBooks Online
• Set up chart of accounts tailored for a home care business
• Teach us how to use QuickBooks for tracking revenue and caregiver pay

4. Billing Flow Training
• Teach the owner (Omari Heflin) how to run the full billing process weekly
• Deliver a simple step-by-step SOP or video walkthrough to shorten the learning curve



Ideal Candidate:
• Has set up or used OnTimeITS before (strongly preferred)
• Experience billing Indiana Medicaid waiver programs
• Can connect and configure QuickBooks for a small business
• Familiar with EVV compliance, time tracking, and caregiver logs
• Bonus if you’ve worked with non-medical or home health agencies


To Apply:
1. Share examples of systems you’ve set up (especially in OnTimeITS or other billing software)
2. Let us know if you’ve worked with Medicaid waiver billing or QuickBooks
3. Include your email, resume/portfolio, and the tools you use