Office Manager

Job Overview
We are seeking a dynamic and highly organized Office Manager to lead the daily operations of our busy office environment. In this pivotal role, you will oversee administrative functions, coordinate provider schedules, manage partner relationships, and ensure smooth office workflows. Your energetic approach will foster a productive workplace, support team collaboration, and uphold efficient office procedures. The ideal candidate is proactive, detail-oriented, and excels in multitasking with exceptional communication skills. This position offers an exciting opportunity to shape the operational success of our organization while contributing to a positive and motivated work culture.

Responsibilities:

Office Management & Administrative Operations

• Supervise daily office activities, including front desk operations, multi-line phone systems, calendar scheduling, and greeting visitors using professional phone etiquette.

Human Resources Support

• Handle HR functions including onboarding new staff, maintaining employee records, managing payroll processes, and supporting training and development initiatives.

Front Desk & Patient Support

• Greet patients and visitors in a professional and welcoming manner.
• Schedule, confirm, and manage patient appointments using SimplePractice.
• Answer and direct phone calls and inquiries to appropriate team members.
• Maintain accurate patient records and ensure confidentiality in compliance with HIPAA regulations.
• Assist with administrative tasks such as filing, scanning, and updating patient files.

Billing, Coding & Claims Management

• Review medical records and apply appropriate billing codes (CPT, ICD-10, HCPCS) for sessions and diagnoses.
• Accurately enter charges, payments, and adjustments into the billing system.
• Verify insurance eligibility and patient benefits prior to appointments.
• Stay current with medical billing regulations, coding guidelines, and insurance policy changes.

Claims Submission & Follow-Up

• Prepare and submit clean electronic claims to commercial insurance and Medicaid.
• Track claims through the billing cycle and perform timely follow-up on unpaid or denied claims.
• Resubmit claims, process appeals for denials or underpayments, and resolve claim discrepancies.

Reporting & Documentation

• Maintain organized billing records, including patient files, payment histories, and correspondence.
• Maintain reporting required by the State of Oregon
• Ensure all documentation is accurate, up-to-date, and HIPAA-compliant.

Credentialing

• Initiate and manage the credentialing process for licensed mental health providers, ensuring timely and accurate submission of required documentation to insurance companies and healthcare networks.
• Coordinate re-credentialing processes ahead of deadlines to avoid interruptions in network participation.
• Resolve credentialing issues by collaborating with insurance carriers and providers to address discrepancies or delays.

Experience

• Previous experience in a medical office or mental health clinic preferred.
• Proficiency in using SimplePractice or similar software is highly desired.
• Strong understanding of medical terminology and procedures.
• Knowledge of Medicare/Medicaid billing procedures and insurance verification is beneficial.
• Experience with medical coding systems (ICD-10, CPT, HCPCS) and billing best practices.
• Excellent administrative skills with a strong attention to detail and accuracy.
• Strong interpersonal and communication skills, with the ability to work effectively with
• patients, healthcare providers, and insurance representatives.
• Ability to handle sensitive patient information and maintain confidentiality in compliance with HIPAA.
• High level of organization and multitasking ability in a fast-paced environment.

Physical Demands:

• Ability to sit, stand, and walk for extended periods.

• Ability to lift up to 25 pounds.

• Regular use of a computer and other office equipment.

Equal Opportunity Employer

Finding Pearls, Inc. is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or veteran status

Job Type: Part-time

Pay: $23.67 - $28.50 per hour

Expected hours: 20 – 30 per week

Benefits:

• 401(k)
• Flexible schedule

Work Location: In person

Salary : $24 - $29