Clinical Office Manager

Clinical Office Manager and Billing CoordinatorPosition Overview

NOVA Neuro Network, a behavioral health clinic is seeking a dynamic, organized, and multifaceted Clinical Office Manager & Billing Coordinator to lead our daily administrative operations and manage our financial workflows. This hybrid role is the heartbeat of our clinic—combining practice management with specialized behavioral health billing.

The ideal candidate is a natural leader who can foster a welcoming environment for clients and staff alike, while simultaneously ensuring that claims, revenue cycles, and front-desk operations run seamlessly.

Position Type: Full-Time

Starting Wage: $25.00 – $35.00 / hour

Location: 9833 120th Pl Suite A Kirkland, WA 98034

Key Responsibilities

Office & Clinic Management

• Daily Operations: Oversee the day-to-day administrative functions of the clinic, ensuring a smooth, professional, and welcoming environment for clients and clinicians.
• Leadership: Serve as the primary, compassionate point of contact for clients arriving at the front-desk, manage scheduling and calendars, and coordinate office supply inventory.
• Compliance & Records: Ensure the clinic remains compliant with HIPAA regulations, maintain secure electronic health records (EHR), and assist with clinic policy implementation.

Billing & Revenue Coordination

• Claims & Submission: Prepare, review, and submit clean electronic and paper claims to commercial insurance providers.
• Verification & Authorizations: Oversee the client intake pipeline, verifying insurance benefits and securing necessary prior authorizations for behavioral health services.
• Accounts Receivable: Track outstanding accounts, manage the aging report, and aggressively pursue, research, and appeal denied claims.
• Patient Accounts: Serve as the primary, compassionate point of contact for clients regarding billing questions, payment plans, copays, and deductibles.

Qualifications & Skills

• Experience: 3+ years of experience in a medical or behavioral health office setting, with a proven track record combining office management and medical billing.
• Industry Knowledge: Deep familiarity with behavioral health billing practices, CPT/ICD-10 coding, and insurance claim appeals.
• Systems Proficiency: Strong tech-savvy skills with hands-on experience using EHR platforms, practice management software, and MS Office/Google Workspace.
• Leadership Traits: Exceptional multitasking abilities, stellar problem-solving skills, and a warm, professional communication style rooted in empathy.

Why NOVA?

At NOVA, we believe that taking care of our community starts with taking care of our team. We provide a supportive, inclusive, and rewarding work environment where your leadership directly shapes the experience of both our staff and our clients.

When you join the NOVA family, you can look forward to a comprehensive package of perks and benefits:

• Financial Peace of Mind: Competitive starting wage ($25–$35/hr) with regular performance-based reviews and a 401(k) retirement plan
• Health & Wellness: Premium medical, dental, and vision insurance plans to keep you and your family healthy.
• Work-Life Balance: Generous Paid Time Off (PTO), paid floating holidays, and a respectful, sustainable work pace.
• Professional Growth: Opportunities for leadership development, career advancement in a small fast growing company, continuing education stipends, and support for advanced certifications.

The Little Things: A modern, comfortable office environment, fully stocked breakroom snacks, regular team-building events, and an overarching culture of appreciation.