Practice Management System Administrator
Be the engine behind the scenes that keeps our billing running smoothly and our mission funded.
Join Central City Concern’s Billing and Business Information Systems team and help make sure the revenue that fuels our housing, healthcare, recovery, and employment services is captured accurately and efficiently. If you love untangling complex systems and turning data into smarter processes, this is your role.
What You’ll Do
- Own the system. Manage the Practice Management database for payors, clearinghouses, fee schedules, and procedures, and implement new groups and programs across our clinical information systems.
- Fix it fast. Spot billing issues, resolve EDI and claims problems, and keep payer requirements on track so claims go out clean and collections go up.
- Teach and lead. Train and support billing staff, write user documentation, and partner with the BBIS Director, IT/IS, and OCHIN on projects that make the Business Office more efficient.
Why This Role Matters
- Your work funds the mission. Smooth billing and reconciliation help sustain the care and services our clients depend on.
- You’ll shape how we work. Study current practices, design improvements, and use data and dashboards to show leadership where the opportunities are.
- You’ll keep growing. Stay ahead of coding guidelines and billing regulations, build your network, and keep learning through workshops and professional development.
This Role May Be For You If...
- You’re a billing pro. You bring medical billing experience, ideally with EPIC, and know the revenue cycle inside and out.
- You’re a data detective. You love digging into large data sets, finding the errors, and translating what you find into clear, actionable insights.
- You’re a natural teacher. You communicate with clarity, build strong relationships across teams, and enjoy helping others get the most out of their tools.
Ready to turn your billing expertise into real community impact? Apply today and help us keep essential services running strong for the people who need them.
Location: Administration Office (Downtown Portland)
This is a Hybrid position that requires the employee to come on site for; scheduled team meetings, trainings, and onsite project as needed by the department and manager. You must be a permanent resident in the state of Oregon or Washington for this role.
Schedule: Monday - Friday 7:30am - 4:00pm (Saturday & Sunday off)
Salary Range: $73,000 - $95,000 This range is influenced by professional experience, licensure, certifications, and internal equity.
MINIMUM QUALIFICATIONS
- HSD or GED required.
- 4 years experience of in medical billing to include 1 year of experience with EPIC.
- 1 year of EPIC experience required.
- Certified medical coder is preferred.
- Bachelor's degree preferred.
- Effective verbal and written communication skills, with an emphasis on accuracy, clarity, and organization.
- Excellent interpersonal skills, with the ability to build productive working relationships across teams and levels of the organization.
- Effective organizational and planning skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Knowledge of Windows based office technologies (i.e. Word, Excel, etc.).
- Proven ability to analyze financial data and translate findings into actionable insights for opportunities for improvement.
- Sufficient manual dexterity and physical ability to perform duties.
- Must pass pre-employment drug screen, TB Test and background check.
- Must be able to bend, stoop, kneel, squat, twist, reach, pull and lift heavy objects and climb stairs.
- Must adhere to agency’s policies.
- Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliations, cultural backgrounds, life-styles, and sexual orientations and treat each individual with respect and dignity.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manage the Practice Management (PM) database for payors, clearinghouse services, fee schedules, procedures, and other billing related functions.
- Manage new group and program requests for implementation in to Practice Management and related clinical information systems.
- Identify and remedy billing issues resulting from the transactions in the billing system in an efficient and timely manner.
- Work with IT/IS Department and OCHIN to ensure the PM system is upgraded and maintained to achieve and support our Agency goals.
- Improves systems by studying current practices, designing modifications and updates settings.
- Analyze recommended and planned reporting changes and identify potential opportunities and challenges in the recommendations as well as evaluating whether the potential change can be done within the current data structure.
- Coordinate with vendors to interface with the PM system for related transactions in conjunction with IT\EHR Dept.
- Provide necessary billing system training for all billing staff members.
- Works closely with BBIS Director on projects that directly affect the efficiency of the Business Office. Determine operational objectives by studying business functions; gathering information by studying process flow and evaluating users; evaluating output requirements and formats.
- Monitors project progress by tracking activity; resolving problems; publishing progress reports; recommending actions.
- Responsible for management of EDI response management & functionality, resolving problems to ensure payer requirements are maintained.
- Supports BBIS staff requests for Practice Management & electronic health record systems including system functionality issues, system use, billing problems and system documentation questions.
- Documents changes to data in the current structure in collaboration with BBIS, IT/IS Department and follow the changes through to development.
- Adhere to all state and federal privacy regulations, including HIPAA and 42 CFR Part 2, and to CCC policies and agreements regarding confidentiality, privacy, and security. Support compliance with all privacy and security requirements pursuant to community partners’ and outside providers’ patient confidentiality agreements, including privacy and security requirements for EMR access. This includes immediate reporting of any PHI breach of CCC or outside provider health records to the CCC Legal and Quality departments, as well as to the program administrator.
- Provides references for BBIS users by writing and maintaining user documentation; providing help desk support; training BBIS users.
- Identifies new compliance risk areas and/or opportunities to improve revenue in response to changes in federal and/or state laws, regulations and guidance.
- Researches and maintains up-to-date knowledge of coding guidelines billing regulations.
- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.
- Collaborates with BBIS Director, BBIS Revenue Cycle Manager and BBIS Supervisors to review system performance (including productivity and quality) and other related issues in an effort to increase work output, improve quality, maximize effective use of PM claim edits, minimize EDI clearinghouse edits and ultimately increase collections.
- Develop a strong understanding of the source systems that pass data to agency reporting systems, the relationships within the data and how the data is used. Uses this knowledge to identify errors, correct the data and collaborate with Managers.
- Performs all duties deemed necessary as requested by the BBIS Director.
SKILLS AND ABILITIES:
- Experience with Billing Information System implementation is desired with a focus on working independently in a team environment.
- Experience working with large data sets from a medical billing system and providing tools for end users to better manage the core business while performing daily critical business functions.
- Proficient knowledge of general medical billing and collections processes preferred.
- Proficiency with software packages for data analysis.
- Excellent working knowledge of all Microsoft Office products (Access, Excel, Outlook, PowerPoint, and Word) and proficient internet research skills.
- Contributes to team effort by accomplishing related results as needed.
Benefits at Central City Concern We offer incredible benefits to our employees, including an extensive total rewards package, competitive compensation, medical, dental, vision, Student loan repayment options, and retirement savings matching plans!
- Generous paid time off plan beginning at 4 weeks of PTO accrual per year! Accrual amount/rate increases with longevity.
- Up to 11 recognized Holidays and 2 Personal Holidays (dependent on work shift schedule).
- Amazing 403(b) Retirement Savings plan with an employer match of 4.25% in your 1st year, 6% in the 2nd year, and 8% in your 3rd year!
- Comprehensive Medical, Vision, and Dental insurance coverage.
- Employer-Paid Life, Short-Term Disability, & Long-Term Disability Insurance!
- Sabbatical Program offering extended time off at years 7, 14, and 21.
This description is intended to provide a snapshot of the work performed and is not designed to contain a comprehensive inventory of all duties, responsibilities, and qualifications required for the position.
As an agency deeply rooted in recovery, part of our policy and commitment to a drug and alcohol-free workplace includes post-offer, and pre-employment drug screens. Please note we follow Federal Guidelines regarding prohibited substances, even for those legal at the state level.
Central City Concern is a second-chance employer and complies with applicable laws regarding the consideration of criminal background for employment purposes. Government regulations, contractual requirements, or the duties of this particular job may require CCC to conduct a background check and take appropriate action to address prior criminal convictions.