Medical Office Manager

Healing Spot Counseling Center Inc.; Antioch (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Healing Spot Counseling Center, Inc. seeks an experienced Medical Office Manager to lead daily operations of a growing counseling practice.

The role emphasizes hands-on medical billing, staff supervision, and payroll processing to ensure efficient administrative workflows. The ideal candidate proactively to identifies improvements, coordinates with therapists and clinical leadership, and maintains accurate records while safeguarding confidentiality.

Qualifications

• Demonstrated experience managing a medical or behavioral health office.
• Substantial hands-on medical billing experience including verification, submission, posting, denial resolution, AR, and reconciliation.
• Prior supervisory/management experience directing administrative staff and providing training and feedback.
• Experience coordinating administrative operations for a team of therapists or healthcare providers.
• Direct experience processing payroll, reviewing time records, resolving discrepancies, and meeting deadlines.
• Advanced working proficiency in Microsoft Word and PowerPoint; ability to create, format, edit, and troubleshoot professional documents, forms, reports, presentations, and training materials.
• Proficiency in Microsoft Excel for tracking billing, payroll, and operational information.
• Strong proficiency with EHRs, scheduling systems, insurance portals, and billing software.
• Ability to prioritize competing demands with sound judgment and complete work accurately with minimal supervision.
• Strong organizational, communication, problem-solving, and customer service skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• High school diploma or equivalent.

Responsibilities

• Oversee medical billing and revenue management from eligibility to claim submission, posting, reconciliation, and follow-up.
• Identify and resolve denied or disputed claims and billing discrepancies; prepare corrected claims and appeals as needed.
• Monitor accounts receivable and promptly address outstanding balances.
• Navigate payer portals, EHRs, and electronic billing platforms.
• Communicate with insurance companies and clients to resolve billing questions professionally.
• Coordinate with therapists to resolve missing documentation delaying billing.
• Provide leadership with updates on collections, denials, and workflow improvements.
• Oversee daily office operations including scheduling, intake, front-desk services, and records management.
• Direct administrative staff with priorities, workload, and feedback; maintain office procedures and accountability systems.
• Coordinate therapist schedules, onboarding, and training; ensure operational tasks are completed.

Skills

Billing expertise

Staff supervision

Payroll processing

MS Word

MS PowerPoint

MS Excel

EHR systems

Scheduling systems

Insurance portals

Billing software

Organizational skills

Communication

Confidentiality

Education

High school diploma or equivalent

Postsecondary education in healthcare administration/business/accounting or related field

Medical billing or coding certification

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Electronic Health Records (EHR)

Billing software

Scheduling systems

Job description

Healing Spot Counseling Center, Inc. is a nonprofit community counseling center providing mental health services to individuals, couples, families, and groups. We serve a diverse community, including military members and their families, first responders, and people experiencing homelessness. Our team honors each person’s unique story and provides compassionate, culturally responsive care tailored to each client’s needs and goals.

Position Overview

We are seeking an experienced Medical Office Manager with strong, hands-on medical billing expertise, demonstrated staff leadership, and payroll processing experience to oversee the daily operations of our growing counseling practice.

The ideal candidate is a proactive, resourceful self-starter who takes ownership of responsibilities, anticipates needs, resolves problems, and follows through with minimal supervision. This position requires someone who can establish clear workflows, hold staff accountable, and keep administrative and billing operations running efficiently.

The Medical Office Manager directly supervises administrative staff and coordinates the administrative work of our therapist team in collaboration with clinical leadership. This includes providing consistent guidance, training, and performance feedback to our administrative assistant. Clinical supervision remains the responsibility of clinical leadership.

Medical Billing and Revenue Management

• Manage the billing process from insurance eligibility and benefits verification through claim submission, payment posting, reconciliation, and follow-up.
• Identify and resolve rejected or denied claims, billing discrepancies, and unpaid balances; prepare corrected claims and appeals as needed.
• Monitor accounts receivable and address outstanding insurance and client balances promptly.
• Navigate insurance payer portals, electronic billing platforms, and electronic health record systems confidently.
• Communicate with insurance companies and clients to resolve billing questions professionally and accurately.
• Coordinate with therapists and clinical leadership to address missing documentation or information that delays billing.
• Provide leadership with regular updates on collections, outstanding claims, recurring billing issues, and opportunities to improve reimbursement workflows.

Staff Supervision and Practice Operations

• Oversee daily office operations, including scheduling, client intake, front-desk services, records management, and administrative coordination.
• Directly supervise administrative staff by setting priorities, assigning work, monitoring completion, and providing clear guidance and constructive feedback.
• Develop and maintain office procedures, checklists, and accountability systems that support consistent performance.
• Coordinate therapist schedules, onboarding, administrative training, and completion of required operational tasks.
• Address workflow problems independently and bring issues requiring clinical or executive decisions to the appropriate leader.
• Maintain a welcoming, organized, and responsive environment for clients and staff.
• Monitor office supplies, equipment, and operational needs.

Payroll and Administrative Reporting

• Process payroll accurately and on schedule, including collecting and reviewing time records and obtaining required approvals.
• Resolve payroll discrepancies and maintain organized, confidential payroll records.
• Coordinate with leadership and accounting support regarding payroll changes and related reporting.
• Prepare professional correspondence, reports, presentations, forms, and training materials.
• Maintain accurate operational records and provide timely updates to leadership.

Confidentiality and Quality

• Protect confidential client, employee, and organizational information.
• Follow established privacy, security, and recordkeeping procedures.
• Support implementation of office policies and identify opportunities to improve accuracy, efficiency, and client service.
• Work respectfully and effectively with clients and colleagues from diverse backgrounds.

Required Qualifications

• Demonstrated experience managing a medical or behavioral health office.
• Substantial hands-on medical billing experience, including insurance verification, claim submission, payment posting, denial resolution, accounts receivable, and reconciliation.
• Prior supervisory or management experience, including directing administrative staff, providing training and feedback, and holding team members accountable.
• Experience coordinating the administrative operations of a team of therapists or other healthcare providers.
• Direct experience processing payroll, reviewing time records, resolving discrepancies, and meeting payroll deadlines.
• Advanced working proficiency in Microsoft Word and PowerPoint. Candidates must be able to independently create, format, edit, and troubleshoot professional documents, forms, reports, presentations, and training materials.
• Proficiency in Microsoft Excel for tracking billing, payroll, and operational information.
• Strong proficiency with electronic health records, scheduling systems, insurance portals, and billing software.
• Proven ability to prioritize competing demands, exercise sound judgment, and complete work accurately with minimal supervision.
• Strong organizational, communication, problem-solving, and customer service skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• High school diploma or equivalent.

Preferred Qualifications

• Experience in an outpatient mental health or community counseling practice.
• Familiarity with behavioral health billing terminology, procedure codes, and payer documentation requirements.
• Experience improving billing performance, reducing outstanding claims, or developing effective office workflows.
• Experience working in a nonprofit or community-based organization.
• Postsecondary education in healthcare administration, business, accounting, or a related field.
• Medical billing or coding certification.

What Success Looks Like

• Success in this role means billing and payroll are accurate and timely, outstanding claims receive consistent follow-up, administrative staff has clear direction, and therapists receive dependable operational support. The Office Manager recognizes what needs attention, takes initiative, and keeps leadership informed while carrying responsibilities through to completion.