CMA/ Office Manager

Position Summary

The Office Manager/ Certified Medical Assistant 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

Oversee all front-office and back-office administrative functions including scheduling, referral coordination, and patient intake workflows.

Manage electronic health record (EHR) system administration — including staff training, system updates, and troubleshooting.

Maintain organized and compliant client files, credentialing records, and HR documentation.

Coordinate office supply procurement, equipment maintenance, and vendor relationships.

Implement and maintain office policies, standard operating procedures (SOPs), and HIPAA compliance protocols.

Serve as the primary point of contact for building management, technology vendors, and third-party contractors.

Medical Billing & Coding

Oversee all aspects of medical billing including charge entry, claims submission, payment posting, and denial management.

Ensure accurate application of medical and behavioral health procedure codes (CPT, ICD-10) across all service lines.

Monitor accounts receivable (AR), follow up on unpaid claims, and produce regular billing reports for leadership.

Coordinate prior authorizations and eligibility verifications for Medicaid, Medicare, and commercial insurance.

Stay current with NC Medicaid billing requirements, LME-MCO guidelines, and payer-specific policies.

Identify billing discrepancies and implement corrective action plans.

Staff & Team Support

Supervise and support administrative staff, including scheduling, onboarding, and performance guidance.

Coordinate staff credentialing and re-credentialing processes with payers and licensing boards.

Support new employee orientation and ensure completion of required training modules.

Facilitate communication between clinical and administrative teams to promote operational alignment.

Technology & Systems

Serve as the primary administrator for the practice management system and EHR platform.

Leverage technology solutions to streamline workflows, automate reporting, and improve operational efficiency.

Coordinate IT support requests and ensure cybersecurity protocols are followed.

Generate administrative and financial reports for executive leadership as needed.

Qualifications

Required

Bachelor's degree in Health Administration, Business, Medical Assisting, or a closely related field preferred; equivalent experience considered.

3–5 years of progressively responsible experience in a medical or behavioral health office setting.

Demonstrated proficiency in medical billing, coding (CPT and ICD-10), and AR management.

Strong technology aptitude — proficient with EHR systems, Microsoft Office Suite, and practice management platforms.

Knowledge of HIPAA regulations, healthcare compliance standards, and payer requirements.

Exceptional organizational, problem-solving, and communication skills.

Preferred

Certified Medical Assistant (CMA) or Certified Medical Administrative Assistant (CMAA) credential A Plus

Experience in behavioral health, substance use, or mental health practice settings.

Familiarity with NC Medicaid, Medicaid Managed Care, and LME-MCO billing systems.

Experience with credentialing, CAQH, and payer enrollment processes.

Background in human resources or personnel management.

Work Environment

This is a primarily in-office role at our Greensboro, NC location. 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.