Office Manager (2 years medical billing experience is a must):
Join Our Team at Clear TMS
Note: position is on site, in person 40hr/week.
Clear TMS is a mental health clinic specializing in innovative treatments like Transcranial Magnetic Stimulation (TMS), SPRAVATO and neurofeedback to help our patients overcome various mental health challenges. Located in Tumwater, our clinic is dedicated to providing compassionate care and cutting-edge therapies in a supportive and welcoming environment.
We are currently looking for a dynamic, experienced, funny, smart, dependable, hard working Office Manager to join our team and contribute to the smooth and efficient operation of our clinic, someone that our patients and their families will love!
The ideal candidate will approach tasks with enthusiasm, greet challenges with a smile, and contribute to creating a welcoming and supportive environment for both colleagues and clients. A positive, solution-focused mindset is essential in this role.
Job Summary: We are seeking a detail-oriented and organized individual to join our team as an Office Manager. As a Office Manager you will be responsible for accurately processing and managing invoices, ensuring timely payments, and maintaining accurate financial records. This is a crucial role in our organization, as it directly impacts our financial operations and client relationships. As a Office Manager at Clear TMS, you will be an integral part of our team, ensuring that our billing processes are efficient and our office operations run smoothly. This role is critical for maintaining the financial health of our clinic and providing a professional and organized environment for both staff and patients.
The ideal candidate will bring a strong work ethic, handle responsibilities with minimal supervision, able to take initiative, and contribute to a collaborative workplace. Additionally, this role requires the ability to delegate tasks effectively, train other team members, and support the growth and development of the team. Strong communication and leadership skills are essential.
Compensation: $24.00-$27.00 per hour, D.O.E.
Responsibilities:
- Manage psychiatric services schedule, including scheduling appointments, managing referrals, and keeping provider and team informed of schedule changes that impact patient flow
- Coordinate referrals, close gaps in care, release of records, and overall care through patient and specialist outreach
- Provide daily Transcranial Magnetic Stimulation, SPRAVATO and neurofeedback treatment as needed. We will provide training and support.
- Coordinate and facilitate appropriate lab work for patients under the direction of the prescriber, ensuring that lab results are received and documented in the Electronic Health Record and informing PMHNP of any results that are of critical value
- Manage client care flow, and set up session/exam/procedure room appropriately based on client visit needs
- Handle multiple phone lines and email correspondence, exhibiting effective communication skills and staffing the reception area as needed
- Handle all aspects of medical billing for TMS therapy, SPRAVATO, neurofeedback and other mental health services.
- Verify payer eligibility and maintain current benefit summaries for all clients.
- Work with the billing team to process and submit medical billing claims to insurance companies and patients.
- Utilize medical coding systems such as ICD-10 and DRG to ensure accurate billing.
- Review patient records for completeness and accuracy before billing.
- Manage accounts receivable, including follow-up on unpaid claims and medical collections.
- Maintain up-to-date knowledge of medical terminology, coding guidelines, and insurance policies.
- Collaborate with healthcare providers to resolve billing discrepancies or issues.
- Submit, follow up on, and appeal claims with insurance companies.
- Ensure billing accuracy and compliance with insurance regulations.
- Address patient and insurance inquiries related to billing.
- Manage patient billing statements and payment collections.
- Identify payer issues proactively in relation to zero payment, payment variance, billing, and denials with a high degree of accuracy and report to Management.
- Performs account follow-up on outstanding balances and takes the necessary action for account resolution in accordance with established federal and state regulations.
- Ensure the coordination of claim activities on various insurance portals and via phone to check claim status and resolve claim issues.
- Verifies insurance payment is in alignment with payer contract by reviewing the contract status log and EOB received.
- Research and resolve insurance denials.
- Identify reason for claim rejections and complete proper action to ensure timely billing.
- Work to obtain prior authorizations and re-work denials.
- Actively and immediately follow up on additional information for claims in process and denials by calling appropriate 3rd party payers and patients regularly.
- Maintain third-party logs.
- Able to read and understand an EOB.
- Understand LNI insraunces, reimbursement process, able to navigate LNI claims
- Monitors and/or follows-up on accounts with precise documentation and calculations.
- Maintaining up-to-date records in compliance with regulatory standards.
- Preparing, submitting, and tracking all credentialing applications, ensuring timely re-credentialing for providers.
- Keeping up with credentialing status for all providers, maintain relationships with insurance companies, and ensure accurate, efficient management of credentialing information.
- Handling prior authorization requests for TMS treatments, liaising with insurance companies to ensure approvals are obtained efficiently.
- Must be able to meet firm deadlines.
- Ability to work independently as well as part of a team in a fast-paced environment.
This position is integral to our businees. The individual needs to have a deep understanding of all the aspects of the business, so the individual needs to be able to:
- Perform front desk duties as need it and support the front desk staff as need it.
- Perform TMS, SPRAVATO or neurofeedback treatments as need it (training will be provided)
- Keep inventory of office and treatment supplies, reordering as necessary.
- Ensure the clinic is compliant with healthcare regulations, including patient privacy laws.
- Train new hires or other staff members as appropriate.
- Ability to work independently as well as part of a team in a fast-paced environment.
Qualifications:
- Experience in medical billing, specifically in mental health and / or psychiatry is a must.
- Education: High school diploma or GED required; an associate degree or certification in medical billing, coding, or a related field is preferred.
- Certification: Certification such as Certified Professional Biller (CPB), Certified Coding Specialist (CCS), or Certified Medical Reimbursement Specialist (CMRS) is a plus.
- Experience: Previous experience in medical billing and coding, mental health experience and LNI is a plus (1-3 years preferred).
- Knowledge: Familiarity with medical terminology, ICD-10, CPT, and HCPCS coding systems, as well as insurance claim processes (Medicare, Medicaid, private insurances).
- Software Proficiency: Experience with medical billing software Athena is a plus.
- Attention to Detail: Strong organizational skills and attention to detail for accurate coding, claims submissions, and follow-ups.
- Communication Skills: Excellent written and verbal communication skills to liaise with insurance companies, healthcare providers, and patients.
- Problem-Solving: Ability to resolve billing issues and discrepancies, as well as follow up on denied claims.
- Compliance Knowledge: Understanding of HIPAA regulations and adherence to legal and ethical guidelines in healthcare billing.
- Strong organizational skills, attention to detail, and the ability to meet deadlines are essential for success in this role.
- Strong understanding of insurance policies, procedures, and regulations.
- Excellent organizational, leadership, and problem-solving skills.
- Compassionate and effective communication abilities.
- Proficiency in AthenaHealth medical billing software and MS Office is a plus.
- Knowledge of LNI , TMS therapy billing and insurance processes and/or SPRAVATO is a major plus.
- Strong attention to detail, excellent communication skills, and the ability to manage multiple tasks in a fast-paced healthcare environment.
- Commitment to maintaining a positive, professional work environment.
- Friendly, can-do attitude to work every day.
Note: this position reports directly to the Office Manager and the Leadership Team and works collaborativly with providers, front desk staff, TMS treaters, and other team members.
Why Join Clear TMS?
- Be a part of a pioneering team in mental health treatment.
- Opportunities for professional growth and development.
- Supportive and collaborative work environment.
- Make a real difference in the lives of those struggling with mental health.
Job Type: Full-time
Pay: $23.00 - $27.00 per hour
Benefits:
Work Location: In person
