CMA/ Office Manager

Across the Life Span, PLLC (operating as Across the Life Span); Greensboro (NC); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Flexible schedule

Advancement opportunities

Training & development

Job summary

Across the Life Span, PLLC in Greensboro, NC seeks an Office Manager / Certified Medical Assistant to anchor day-to-day operations, billing, coding, and HIPAA-compliant administrative workflows in a fast-paced behavioral health practice.

You will supervise staff, oversee EHR and practice management systems, coordinate referrals, and support a clinical team dedicated to transforming lives while maintaining confidentiality and strong patient relations.

Qualifications

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

Responsibilities

• Oversee front-office and back-office administrative functions including scheduling, referral coordination, and patient intake workflows.
• Manage EHR system administration—staff training, 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 SOPs and HIPAA compliance protocols.
• Serve as primary contact for building management, technology vendors, and third-party contractors.
• Oversee all aspects of medical billing including charge entry, claims submission, payment posting, and denial management.
• Ensure accurate CPT/ICD-10 coding across all service lines.
• Monitor 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.
• Supervise and support administrative staff, including scheduling, onboarding, and performance guidance.
• Coordinate staff credentialing and re-credentialing with payers and licensing boards.
• Support new employee orientation and training modules.
• Facilitate communication between clinical and administrative teams for operational alignment.
• Serve as the primary administrator for the practice management system and EHR platform.
• Leverage technology to streamline workflows, automate reporting, and improve efficiency.
• Coordinate IT support requests and cybersecurity protocols.
• Generate administrative and financial reports for leadership as needed.

Skills

Medical billing

Medical coding (CPT/ICD-10)

AR management

EHR systems

HIPAA compliance

Office administration

Staff supervision

Billing reporting

Education

Bachelor's degree in Health Administration / Business / Medical Assisting

Equivalent experience

Tools

Practice management software

Microsoft Office

EHR platforms

CAQH / payer enrollment tools

Job description

Benefits

• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Training & development

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.