CMA/ Office Manager

Job Description

Job 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.