Billing Specialist

About Us

SoftWave TRT is a medical device company revolutionizing regenerative medicine with FDA-cleared shockwave therapy devices used by top healthcare providers nationwide. We’re expanding and looking for a skilled Billing Specialist to help with the entire billing cycle. This includes creating and sending invoices, tracking payments, resolving any discrepancies, and acting as a vital link to company revenue by ensuring clients are billed accurately and pay on time.

Position Overview:

The Billing Specialist ensures timely and accurate billing of customer refurbishments, repairs, and any other activity that is deemed billable by Softwave to support the organization’s revenue. The role is to maintain and improve a structured billing process, resolve billing discrepancies, and coordinate with the service center or other internal contacts to ensure best practices are maintained. Performing these tasks while upholding professional, service‑oriented communication throughout the billing process.

Responsibilities:

Invoicing & Billing Accuracy

· Prepare and issue accurate, timely invoices for repairs, refurbishments, and other billable activity, using work orders and information from the Service Center and Sales team

· Confirm billable status before invoicing, including warranty or service-agreement coverage, approved quotes, and purchase order numbers where required

· Deliver invoices to the correct customer contacts and confirm they were received.

· Keep complete supporting documentation for every invoice.

Account Maintenance & Issue Identification

· Monitor customer accounts for missing or incorrect information (billing contacts, addresses, tax status, PO requirements) and update records as needed

· Flag discrepancies, missing payments, and invoice errors, and work with internal teams to correct them

· Escalate account or customer issues to management promptly

Dispute Resolution, Account Reconciliation & Customer Support

· Investigate customer questions and disputes about invoices, balances, or payment expectations, and drive them to resolution

· Reconcile customer accounts to find and correct billing or data discrepancies

· Record all customer interactions, commitments, and outcomes according to company standards.

· Partner with Sales, Customer Service, Collections, Training, and the Service Department to resolve issues while keeping a professional, service-oriented tone with customers

Compliance, Documentation & Reporting

· Maintain complete and audit ready documentation of all billing activities

· Provide billing status updates, summaries, and reports to leadership (for example: unbilled work, open disputes, invoice turnaround time)

Process Improvement & Cross-Department Collaboration

· Identify workflow gaps and recurring billing errors, determine their root causes, and recommend improvements

· Help develop and maintain SOPs, invoice templates, and customer communication standards

· Partner with internal teams to streamline processes and strengthen cross functional alignment

· Other duties as assigned

Qualifications: Required:

· Minimum education: High school diploma required; a bachelor’s degree is typically preferred

· Minimum experience: 3+ years of Billing or related experience

· Understanding of best practices related to billing processes, billing cycles, and revenue cycle

· Proficiency in Microsoft Office, particularly Excel, Outlook, and Word

· Experience with CRM, ERP, or other accounting systems

· Strong verbal and written communication, including resolving customer disputes professionally

· High accuracy in invoicing, documentation, and account reconciliation, including maintaining audit-ready records

· Strong analytical, problem-solving, time-management, and prioritization skills in a fast-paced environment with competing deadlines

Preferred:

· Experience with NetSuite and Sage (our current systems)

· Experience working across departments (Sales, Customer Service, Training, Service) to resolve billing issues and disputes

· Knowledge of root cause analysis for recurring billing issues

· Conflict de-escalation and relationship building

· Ability to interpret payment trends and customer behavior

· Experience improving or following SOPs and escalation paths

· Experience in a medical device, healthcare, or service/repair billing environment

· Experience in compliance-driven or audit-heavy environments

Physical Requirements:

● Sitting, standing and walking, which may be for extended periods of time

● Pushing, pulling, and reaching overhead

● Manipulation of objects and materials, including holding, grasping, turning, and touching

● Stooping, crouching, kneeling

● Hearing, in-person and through the telephone or electronic device (such as a computer)

● Speaking, in-person and through the telephone or electronic device (such as a tablet or computer)

● Visual acuity, both near (i.e. clarity of vision of approximately 20 inches or less) and far (i.e. clarity of vision of approximately 20 feet or more)

● Regular and predictable attendance

● Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

The responsibilities outlined in this job description are intended to describe the general nature and level of work performed by individuals assigned to this role. They are not intended to be an exhaustive list of all responsibilities,

duties, and skills required. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary.

SoftWave TRT is an equal opportunity employer. We make employment decisions solely based on business needs, job requirements, and individual qualifications without regard to race, gender, religion, ethnicity, age, or any other status protected by the law.