A Medical Practice Manager manages a medical practice office for a group of physicians or other health care providers. Works with clinicians and hires and supervises administrative staff. Oversees business operations and office administration, including scheduling, bookkeeping, billing, medical records and equipment and supply orders.
About The Wildflower Collective LLC The Wildflower Collective, LLC is a growing women-owned and operated mental health group practice based in Omaha, Nebraska. We support a team of clinicians providing individual, family, and group therapy, and we're building the infrastructure to help our practice — and our clinicians — thrive long-term. Position Summary The Practice Manager is an administrative, client relations, and billing oriented role that keeps the day-to-day operations of The Wildflower Collective running smoothly. This person will be the first point of contact for clients and outside professionals, the backbone of our billing and credentialing processes, and a right hand to the Director on operational and office management tasks. As the practice grows, there is potential for this role to expand into a leadership position.
Hours:
40 hours/week
Time Off:
2 weeks PTO, 10 sick days, 14 observed holidays, 1 week off between Christmas & New Years Reports to:
Director Salary Range:
$40,000-52,000 depending on education and experience What You'll Do Responsibilities include, but are not limited to: Billing & Revenue Cycle Complete credentialing for new clinicians with all relevant insurance payors Maintain organized records of confirmations and renewal timelines Submit claims to insurance carriers Track payments and follow up on denied or outstanding claims Appeal denied claims and resolve issues promptly Verify patient demographics and insurance information Create and send invoices, statements, and superbills Process payments and reconcile accounts across SimplePractice and bank records Manage outstanding balances, collections letters, and patient payment arrangements Ensure accurate coding in accordance with current CPT and ICD guidelines Meet with the Director regularly to review accounts receivable Maintain updated claim status records Client Relations, Communications, and Quality Assurance Serve as the primary point of contact for prospective and current clients Manage the administrative email inbox and main phone line; respond within 24 business hours Coordinate client intake, scheduling, and receipt of paperwork including insurance information Support clinicians with client outreach and communication as needed Represent Wildflower's warm, affirming culture in every client-facing interaction Coordinate client satisfaction surveys and compile feedback for review Support outcomes tracking and reporting to inform practice improvement Identify trends and areas for operational or client experience improvement Assist with research and special projects as needed Operations & Administration Manage file organization, document management, and records maintenance Process mail, scan documents, and manage bank deposits Order and maintain office supplies Assist with hiring & contracting processes including job postings, applicant tracking, and interview coordination Maintain vendor relationships and manage software subscriptions and administrative tools Integrate across systems including Google Workspace and SimplePractice Assist with bookkeeping and payroll processes Maintain a comfortable office environment Qualifications Required Eexperience as an adiministrative assistant or biller, ideally in a medical or mental health setting Knowledge of credentialing processes for mental health providers Understanding of HIPAA and privacy regulations related to mental health information Strong organizational skills with the ability to manage multiple priorities independently Clear, warm, and professional communication, written and verbal Alignment with Wildflower's values of compassion, integrity, and inclusive, affirming services Preferred Experience performing billing in a mental health group practice setting Formal training or demonstrated on-the-job experience in medical billing Proficiency in EHR and billing platforms; comfort learning new systems quickly Familiarity with SimplePractice or similar mental health EHR platforms Experience with Google Workspace (Gmail, Drive, Docs, Sheets) Background in HR coordination, hiring support, or office management Basic knowledge of mental health concepts and terminology Maintain an organized and comfortable office environment Ideal Candidate Excellent customer service skills Highly detail-oriented and organized Able to work independently, to take initiative, and to follow through Service-minded, with a genuine desire to support clients and clinicians Ability to learn complex systems quickly Willingness to overcome set-backs and barriers
