Office Manager / Billing Coordinator

Safe Space Counseling; California; Hybrid; USD 34,000 - 41,000; Part time

Benefits offered by this job

Health Insurance

Paid Time Off (PTO)

401k

Job summary

Safe Space Counseling is seeking an organized Office Manager/Billing Coordinator to run the administrative and billing backbone of the practice. This hybrid role combines front-office duties with revenue cycle management to keep client intake, scheduling, insurance claims, and daily logistics running smoothly so clinicians can focus on care.

Ideal candidates have 2+ years in medical or behavioral health billing, strong organizational skills, and proficiency with EHRs like JaneApp.

Qualifications

• 2+ years of experience in medical or behavioral health billing.
• Familiarity with insurance claims submission, EOB/ERA reconciliation, and AR follow-up.
• Proficiency with EHR/practice management software (JaneApp preferred).
• Excellent written and verbal communication skills.
• Discretion with confidential client information (HIPAA compliance).
• Prior office management or front-desk experience in a healthcare or counseling setting.

Responsibilities

• Submit and track insurance claims for accuracy and timely filing.
• Post payments, reconcile EOBs/ERAs, and follow up on denied or unpaid claims.
• Manage client billing questions, private-pay invoicing, and outstanding balances.
• Monitor accounts receivable and flag aging claims or collection issues.
• Verify client insurance eligibility and benefits prior to intake.
• Maintain accurate billing records in the practice's EHR/billing system.
• Office management and front-desk duties: intake coordination and scheduling.
• Support onboarding of new clinicians, credentialing follow-up, and system access.
• Assist with HR-related tasks such as timekeeping and PTO tracking.

Skills

Organizational skills

Communication skills

HIPAA compliance

Team collaboration

Front-desk / intake experience

Education

CBCS or similar credential

Tools

JaneApp

Job description

Classification: Non-exempt, hourly (California)

Schedule: Part-Time; Hybrid

Safe Space Counseling is looking for an organized, detail-oriented Office Manager/Billing Coordinator to run the administrative and billing backbone of the practice. This is a hybrid role: part front-office operations, part revenue cycle management. You'll be the person who keeps client intake, scheduling, insurance claims, and day-to-day office logistics running smoothly so clinicians can focus on client care.

This role is a strong fit for someone who's comfortable owning a wide range of responsibilities in a small practice — you won't have a large team backing you up, but you'll have real ownership over how the office runs.

Submit and track insurance claims (including Carelon Behavioral Health/Sutter and other panels) for accuracy and timely filing

Post payments, reconcile EOBs/ERAs, and follow up on denied or unpaid claims

Manage client billing questions, private-pay invoicing, and outstanding balances

Monitor accounts receivable and flag aging claims or collection issues

Verify client insurance eligibility and benefits prior to intake

Maintain accurate billing records in the practice's EHR/billing system

Office Management

Serve as the first point of contact for client calls, scheduling, and intake coordination

Maintain client records and ensure documentation compliance (HIPAA, licensing requirements)

Manage office supplies, vendor relationships, and day-to-day facility needs

Support onboarding of new clinicians (paperwork, credentialing follow-up, systems access)

Assist with maintaining insurance panel credentialing files and renewal deadlines

Support the President with light HR administrative tasks (timekeeping records, PTO tracking, file management)

Qualifications & Skills:

Required

2+ years of experience in medical or behavioral health billing

Familiarity with insurance claims submission, EOB/ERA reconciliation, and AR follow-up

Strong organizational skills and comfort managing competing priorities independently

Proficiency with EHR/practice management software, experience with JaneApp preferred

Excellent written and verbal communication skills

Discretion with confidential client information (HIPAA compliance)

Prior office management or front-desk experience in a healthcare or counseling setting

Preferred

Experience billing behavioral health/mental health claims specifically

Experience with California-specific payers (Medicare, Carelon, EAPs etc.)

Certified Billing and Coding Specialist (CBCS) or similar credential

THIS POSITION IS NOT RIGHT FOR YOU IF YOU'RE:

Someone just looking for a job to clock in and out of.

Someone does not feel comfortable learning about or talking about sex therapy

Are not passionate about clinical work.

Someone who doesn’t feel passion for our mission, vision and values.

Someone who’s not a team player or prefers not to work collaboratively.

Someone who wants to own their own business in the near future. If that’s you, awesome! But we’re not the place for you. We dedicate a lot of time to our teams, and provide the flexibility, autonomy and space to allow each member of our team to get creative in their role. The ideal person is invested in time and energy in Safe Space Counseling.

Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.

THIS POSITION IS PERFECT FOR YOU IF YOU'RE:

Aligned with our mission, vision, and values.

Energized by helping others in a team and contributing to the growth of Safe Space Counseling.

Social justice oriented, practice anti-racism, and are a LGBTQ+ affirmative therapist.

Creative, engaged in doing good work, and excited by furthering our mission to making wellness a down-to-earth practice.

Able to take direct and constructive feedback and run with it.

$25–$30/hour, depending on experience.

Benefits available after 1 year (Health Insurance, PTO, 401k, etc)