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Office Manager

Project Play Therapy LLC Nashville, TN
  • Posted: over a month ago
  • Full-Time
  • Benefits: Medical


The Office Manager position is a manager, administrative position at Project Play Therapy whose focus is to facilitate quality service delivery in their clinics and throughout partner schools in the Greater Middle TN area. The Office Manager is expected to be a responsive and proactive employee, with a keen attention to detail, and the ability to manage competing priorities well. This position is expected to use innovation, leadership, and problem solving in order to ensure patient needs are addressed and clinic operational policies are followed. Our families and clients needs a warm personality, who can also manage responsibilities in invoicing and billing, insurance claims management, payroll management, and other duties, as assigned. The candidate must be motivated to grow with a young, vibrant company, and be energized by ongoing collaboration and the endless pursuit of excellent service. This position reports directly to the Director of Operations.

Specific responsibilities include, but are not limited to:

Customer Service

  • Develop and strengthen relationships with families and schools to establish rapport and trust among all stakeholders
  • Maintain cohesive, effective communication with co-workers, and display strong written and verbal skills with clinic and school based clients

  • Adapt communication style to meet the needs of each external partner, PPT employees, and other stakeholders

  • Demonstrate best practices, inclusion, problem-solving, and proactive communication

  • Work within a team environment that values communication, accountability and collaboration

  • Foster good-will with current customers, in order to ensure client satisfaction


  • Work closely with PPT Administration Team in ensuring accuracy and timeliness in all billing functions, including invoicing and collections (clinics and schools)

  • Coordinate Benefits / Insurance information with PPT Administration Team, including communication of insurance approvals, denials, EOBs, and other information related to coverage

  • Receive and enter data (clinic and school based clients) into electronic medical records system for claims and billing

  • Manage follow up with insurance companies to ensure accuracy in authorizations

  • Serves front desk and performs duties related to front desk operations: answering the telephone, greeting /checking in patients, taking payments, and managing scheduling appointments and cancellations

  • Serve as the main point of contact and internal resource for all billing, advising team on updates to codes and policies related to billing

  • Serve as the main point of contact to clients for billing questions or concerns

  • Serve as the main point of contact for TennCare / TEIS billing

  • Maintain and actively monitor EMRs to ensure accuracy and timely collection of bills; includes weekly checks and month end closing duties

  • Facilitate company payroll processes and company purchasing processes

  • Manage verification of all client insurance benefits, including eligibility checks for services

  • Collaborate with all coworkers to increase shared organizational outcomes and successes

  • Execute the vision and direction as set by the President / CEO, including special projects, as assigned


  • Advise in a variety of marketing and revenue-generating activities, to increase the overall impact of Project Play Therapy in the community at large

  • Assist management team with special projects, as directed


  • Analyze, interpret and communicate accounts receivable issues requiring attention. Conduct and/or participate in AR reviews with key stakeholders

  • Responsible for financial reporting / benchmarks

  • Monitors payer communications and responses to identify trends for process improvements

  • Advise / report on financial trends to allow for effective resource management, as directed

  • Monitor program expenses to allow PPT Leadership Team to develop organization budgets

  • Participate in budget management related to school services, as directed

  • Generate ideas and opportunities to increase revenue and reduce cash cycle

Candidate Qualifications:

  • Experience as a Front Desk Representative or Office Manager, preferred experience in a pediatric setting.

  • Bachelor's Degree in Healthcare Administration, Medical Billing / Coding, or related field preferred

  • Must have strong written and verbal skills, including mastery of Excel (including vlookup and pivot tables), Google Applications, Word Processing, and Email.

  • Ability to problem solve effectively and expediently to meet and surpass the needs of clients, school partners, and other stakeholders

  • Takes initiative to proactively find solutions to problems while maintaining exceptional customer service.

  • Minimum of two years data entry experience in a medical / healthcare environment, preferred

  • Experience maintaining electronic medical records, and familiarity with HIPAA requirements, preferred experience with EMR systems (Fusion preferred)

  • Keen attention to detail and excellent organizational skills

  • Ability to multi-task, work under pressure among competing priorities with short deadlines

  • Ability to provide service in a way that promotes a culture of community, excellence, and efficiency.

  • Must be comfortable working with clients with a range of abilities and disabilities

  • Able to work both independently and in a team environment

Project Play Therapy LLC

Project Play Therapy is an innovative and progressive pediatric therapy company based in the Middle Tennessee area. We have traditionally specialized in speech, occupational, physical, and feeding therapy in both school and clinic settings.


4731 Trousdale Dr #12, Nashville, TN 37220
Nashville, TN

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