CMA/ Office Manager
Posted Updated
Description
Benefits:
- Competitive salary
- Flexible schedule
- Opportunity for advancement
- Training & development
Position Summary
The Office Manager at Across the Life Span, PLLC serves as the operational backbone of the practice, ensuring efficient day-to-day administrative functions, seamless billing and coding workflows, and a welcoming, compliant clinical environment. This role requires a tech-savvy, organized, and client-centered professional with a strong background in medical or behavioral health administration. The ideal candidate brings expertise in medical billing, coding, and office systems management, and is committed to supporting a team dedicated to transforming lives.
Essential Duties & Responsibilities
Administrative Operations
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Oversee all front-office and back-office administrative functions including scheduling, referral coordination, and patient intake workflows.
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Manage electronic health record (EHR) system administration — including staff training, system updates, and troubleshooting.
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Maintain organized and compliant client files, credentialing records, and HR documentation.
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Coordinate office supply procurement, equipment maintenance, and vendor relationships.
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Implement and maintain office policies, standard operating procedures (SOPs), and HIPAA compliance protocols.
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Serve as the primary point of contact for building management, technology vendors, and third-party contractors.
Medical Billing & Coding
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Oversee all aspects of medical billing including charge entry, claims submission, payment posting, and denial management.
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Ensure accurate application of medical and behavioral health procedure codes (CPT, ICD-10) across all service lines.
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Monitor accounts receivable (AR), follow up on unpaid claims, and produce regular billing reports for leadership.
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Coordinate prior authorizations and eligibility verifications for Medicaid, Medicare, and commercial insurance.
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Stay current with NC Medicaid billing requirements, LME-MCO guidelines, and payer-specific policies.
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Identify billing discrepancies and implement corrective action plans.
Staff & Team Support
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Supervise and support administrative staff, including scheduling, onboarding, and performance guidance.
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Coordinate staff credentialing and re-credentialing processes with payers and licensing boards.
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Support new employee orientation and ensure completion of required training modules.
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Facilitate communication between clinical and administrative teams to promote operational alignment.
Technology & Systems
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Serve as the primary administrator for the practice management system and EHR platform.
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Leverage technology solutions to streamline workflows, automate reporting, and improve operational efficiency.
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Coordinate IT support requests and ensure cybersecurity protocols are followed.
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Generate administrative and financial reports for executive leadership as needed.
Qualifications
Required
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Bachelor's degree in Health Administration, Business, Medical Assisting, or a closely related field preferred; equivalent experience considered.
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3–5 years of progressively responsible experience in a medical or behavioral health office setting.
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Demonstrated proficiency in medical billing, coding (CPT and ICD-10), and AR management.
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Strong technology aptitude — proficient with EHR systems, Microsoft Office Suite, and practice management platforms.
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Knowledge of HIPAA regulations, healthcare compliance standards, and payer requirements.
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Exceptional organizational, problem-solving, and communication skills.
Preferred
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Certified Medical Assistant (CMA) or Certified Medical Administrative Assistant (CMAA) credential.
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Experience in behavioral health, substance use, or mental health practice settings.
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Familiarity with NC Medicaid, Medicaid Managed Care, and LME-MCO billing systems.
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Experience with credentialing, CAQH, and payer enrollment processes.
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Background in human resources or personnel management.
Work Environment
The Office Manager must be comfortable in a fast-paced behavioral health environment and maintain professionalism, confidentiality, and composure at all times. Some flexibility in schedule may be required. Reasonable accommodations will be provided for individuals with disabilities.