Full-Time Back Office Manager

Position: Back Office Manager (With Optometry Experience)

Location: Remote

Type: Full-time

About the role We are seeking a detail-oriented Back Office Manager well-versed in pre-authorization processes, medical copays, and CPT codes. This role is crucial for managing the financial operations of our healthcare facility, ensuring accurate billing practices, and maintaining efficient filing systems to support revenue cycle management.

Key responsibilities

1. Leadership and Supervision:
• Build out, oversee, and manage the Billing and Filing Department.
• Train, mentor, and evaluate billing and filing staff.
• Delegate tasks and set deadlines.
• Conduct performance appraisals and implement corrective actions.

2. Operational and Back-Office Management:
• Develop and implement best practices for billing, filing, and back-office processes.
• Create, revise, and enforce Standard Operating Procedures (SOPs) for billing, filing, reporting, and document management.
• Oversee patient records, insurance claims, and financial documents.
• Conduct regular audits and risk assessments to ensure compliance and efficiency.
• Optimize document management and storage solutions for quick retrieval and security.
• Identify and implement automation opportunities to streamline workflows.
• Collaborate with cross-functional teams to improve interdepartmental coordination.

Core Billing and Filing Functions:

• File insurance for medical and vision.
• Handle claim submissions electronically and on paper (Vision and Medical).
• Process orders for glasses and contacts through respective insurances.
• Final audit of daily invoices for accuracy.
• Manage insurance payment postings (vision and medical).
• Oversee insurance check deposits.
• Manage follow-ups and corrections for rejected medical claims.
• Direct insurance appeals across all providers.
• Coordinate benefits between medical and vision insurances to maximize reimbursement.
• Stay updated on industry regulations and billing/filing changes for medical and vision.

Revenue Management:

• Manage accounts receivable, auditing for accuracy and optimal A/R levels.
• Develop and execute strategies to increase revenue streams through billing and filing.

Customer Service and Communication:

• Manage patient inquiries about statements.
• Facilitate regular staff training sessions to minimize errors.
• Produce training material (documents, videos, classes).
• Use effective communication for updates, changes, and feedback.

Metrics for Performance:

• A/R amounts at 30, 60, 90, and 120+ days.
• A/R goal: maintain under $100k total with zero at 120+ days.
• Write-off amounts relative to client goals.
• Team performance to goals and creating a high-performing team.

Qualifications:

• Bachelor’s degree in healthcare administration, finance, or related field.
• 5+ years of billing management experience in healthcare.
• In-depth knowledge of medical billing, CPT coding, and insurance pre-authorization.
• Proficiency in billing software and EHR systems.
• Experience training, mentoring, and leading teams to higher performance.
• Strong analytical skills with a focus on detail and accuracy.
• Excellent communication skills (patients, staff, insurance providers).

Desired Attributes:

• Ability to work under pressure and manage multiple priorities.
• Highly organized with strong leadership and team development experience.
• Proactive attitude committed to compliance with healthcare regulations.

Soft Skills:

• Strong leadership qualities
• Excellent communication skills
• Advanced computer proficiency (spreadsheets, billing software)
• Ability to multitask effectively
• Strategic problem-solving skills
• Superior time management capabilities
• Collaborative team player

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