Medical Office Manager: Billing, Payroll & Admin Ops

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. 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.