Practice Administrator & Medical Billing Specialist

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Part-Time  •  Chapel Hill, NC  •  Behavioral Health Practice

Position type: Part-time (approximately 5 hours per week)

Schedule: Two days per week, roughly 2.5 hours per day, with some flexibility on days and timing

Location: On-site at the Trinitas Services office in Chapel Hill, NC

Reports to: Practice Owner / Director

Compensation: $24–$30 per hour, commensurate with experience

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About Trinitas Services

Trinitas Services is a group behavioral health practice in Chapel Hill, North Carolina, providing high-quality mental health counseling to individuals and families. We are a mission-driven, clinician-led practice that pairs excellent clinical care with warm, professional patient service. As we grow, we are looking for a seasoned billing and administrative professional to own the financial and administrative back office of the practice so our clinicians can stay focused on care.

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Position Summary

The Practice Administrator & Medical Billing Specialist is responsible for the full revenue cycle and day-to-day administrative operations of the practice. This is a hands-on role for an experienced professional who can work independently, manage the billing process end to end, keep patient accounts accurate and current, and serve as a knowledgeable point of contact for patients on questions about insurance and payment. Because this is a small, part-time role, we need someone who already knows how to do this work and can hit the ground running with minimal supervision.

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Key Responsibilities

Billing, Coding & Claims

• Perform medical billing and coding for the practice, ensuring claims are accurate, compliant, and submitted in a timely manner.

• Manage the full claims lifecycle from charge entry through payment posting for a private medical practice.

• Handle medical insurance processes for the practice, including verifying eligibility and benefits.

• Obtain and track insurance pre-authorizations for services as required by payers.

Accounts Receivable & Denials

• Work the practice's accounts receivable (A/R), monitoring aging and following up on outstanding claims and balances.

• Review outstanding patient balances weekly and follow up as needed.

• Research and resolve claim denials — identifying trends and root causes, correcting and resubmitting claims, and preparing and submitting appeals.

• Track denial patterns over time and recommend process changes to prevent recurring issues.

Patient Responsibility & Collections

• Collect co-pays and co-insurance, and determine patient responsibility based on insurance type and plan allowables.

• Prepare No Surprises Act (NSA) notices and Good Faith Estimates (GFEs) for new clients.

• Complete annual insurance updates and verify current coverage for existing clients.

• Apply a working understanding of Medicare, Medicare Replacement (Advantage) plans, and private insurance plans to determine coverage and patient balances accurately.

• Explain Explanation of Benefits (EOB) statements to patients clearly and professionally.

Account & Payment Reconciliation

• Reconcile patient accounts, ensuring charges, payments, adjustments, and balances are accurate.

• Reconcile batches and payments daily, confirming deposits and posted payments match.

Clinical Records & Documentation Support

• Review clinical note status weekly and follow up with clinicians on outstanding documentation.

• Review treatment plan status to ensure plans are current and complete.

• Maintain client active/inactive status in the practice's systems.

• Prepare client discharge letters as needed.

• Update the therapist matrix monthly.

Credentialing & Office Administration

• Manage provider credentialing and re-credentialing with payers, keeping enrollments and documentation current.

• Support day-to-day practice administration and maintain organized, compliant financial and patient records.

• Maintain office and coffee-station supplies, and place orders as needed.

• Organize the supply closet and flex office, keeping shared spaces stocked and orderly.

• Manage office keys and maintain the key log.

• Manage the flex office and training room schedules.

• Set up for continuing education events, workshops, and bi-weekly peer supervision and other meetings.

• Check and distribute office mail.

• Perform other tasks as assigned.

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Required Experience & Qualifications

Prior, hands-on work experience performing all of the following in a medical office is REQUIRED. This is not an entry-level or training position.

• Medical billing and coding for a medical practice.

• Handling medical insurance for a private medical practice.

• Working accounts receivable (A/R) for a medical practice.

• Resolving denials — identifying and resolving trends, submitting appeals, and correcting claims.

• Provider credentialing.

• Collecting co-pays and co-insurance, and determining patient responsibility based on insurance type and plan allowables.

• Working knowledge of Medicare, Medicare Replacement (Advantage) plans, and private insurance plans.

• Explaining EOBs to patients.

• Reconciling patient accounts.

• Reconciling batches and payments daily.

Education & Credentials

• An associate's degree in health information technology, a certificate in medical billing, or 3+ years of relevant work experience is required.

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Preferred Qualifications

• Experience with behavioral health / mental health billing and CPT codes.

• Familiarity with electronic health record (EHR) and practice management/billing software.

• Medical billing and coding certification (e.g., CPC, CPB, or equivalent).

• Experience in a small or solo group practice where the role owns the full billing and administrative function.

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Skills & Attributes

• Highly organized, detail-oriented, and accurate with financial data.

• Able to work independently and manage the billing function with minimal oversight.

• Strong, patient-friendly communication skills, especially when explaining insurance and balances.

• Discreet and professional in handling confidential patient and financial information (HIPAA compliant).

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Compensation & Schedule

This is a part-time position of approximately 5 hours per week, typically structured as two days per week at about 2.5 hours per day, with some flexibility on scheduling. Compensation is $24–$30 per hour, commensurate with experience.

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Benefits

• Competitive pay as a W-2 employee, at a flat hourly rate.

• Paid Time Off (PTO), beginning on your first day of employment.

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How to Apply

To apply, please submit your cover letter and resume to info@trinitasservices.com. Applications from candidates who meet all of the required experience areas above will be prioritized.