Practice Manager

About Red Moon Midwifery

Red Moon Midwifery is a growing CNM\-led practice serving families in Jacksonville, FL and Valdosta, GA across three service lines: home birth, birth center (Transitions Birth Center), and prenatal clinic. We exist to expand access to evidence\-based, midwifery\-led maternity care and to address maternal health disparities in underserved communities. We are a small, mission\-driven team with a strong client pipeline, active insurance credentialing, and a clear growth plan. This role is a ground\-floor opportunity to build something that matters.

Role Overview

The Practice Manager is the operational backbone of Red Moon Midwifery. This is not a passive administrative role. You will own the billing and revenue cycle, manage new client onboarding from first inquiry through financial agreement, supervise the Administrative Assistant, and build the systems that allow our midwife to stay focused on clinical care.

You will work directly with the Founder and Program Director, coordinate with our external accounting firm (QuickBooks), and interface with clients on billing, payment plans, and account questions. The right person for this role is someone who can think independently, communicate clearly, take ownership without being managed, and genuinely cares about the families we serve.

Key Responsibilities

Medical Billing \& Revenue Cycle (Primary)

• Submit insurance claims through DrChrono and CollaborateMD (CMD) to all payers including Tricare, Medicaid, BCBS, UHC, Cigna, and CareSource
• Verify patient insurance eligibility and benefits (VOB) prior to first visit; complete VOB form and upload to DrChrono; tag Program Director
• Post insurance payments, EOBs, and ERAs accurately in CMD
• Follow up on unpaid and denied claims; manage appeals as needed
• Generate and send patient invoices and statements; manage patient collections per 30/60/90/120\-day schedule
• Manage balance billing for out\-of\-network claims including Tricare non\-participating provider billing
• Maintain accurate fee schedules and ensure correct CPT/ICD\-10 coding for OB and midwifery services (global maternity codes 59400, 59410, 59426, 59610, etc.)
• Set up and manage patient payment plans in CMD; process auto\-draft and bank draft payments
• Run weekly missed/failed payment report; follow up with clients to update payment information
• Support credentialing applications and maintenance with insurance payers
• Run monthly QA reports in DrChrono (Ready to Bill, Processing at Insurance, Paid by Insurance) and upload to Google Drive
• Coordinate with external accounting firm (Jodi James, First Steps Financial) on monthly reconciliation and reporting

New Client Intake \& Onboarding

• Monitor and respond to new client inquiries via Google Voice admin line, email, and DrChrono patient portal messages
• Process new client intake forms: input demographics, insurance information, EDD, LMP, and referral source into DrChrono
• Add new clients to CMD; confirm $35 admin fee collected within 24 hours of consult booking
• Send and track Financial Acknowledgement Forms, Packaged Fee Estimates (PFEs), and care contracts via DocHub and Updox
• Ensure all clients have signed financial agreements and care contracts before or at first in\-person visit
• Track onboarding status across all active and prospective clients: CC/ACH forms collected, deposits paid, payment plans active in CMD, invoices issued
• Follow up with clients who have not completed intake forms, signed contracts, or scheduled next appointments
• Perform VOB for all insurance clients; flag any plan changes or eligibility issues to Program Director
• Coordinate newborn chart setup following deliveries; obtain newborn insurance information prior to two\-week visit

Practice Operations \& Administrative Oversight

• Supervise and support the Administrative Assistant; assign daily and weekly tasks; review Admin Report each Friday
• Ensure correct appointment profiles and reminders are applied to all DrChrono appointments
• Maintain DrChrono patient groups (Prospective, Active OB, Postpartum, Well Woman, New Babies) and ensure clients are moved appropriately as care progresses
• Manage the prospective client pipeline: track non\-responsive leads, cancel consults in full months, maintain due date availability calendar
• Run monthly Medicaid eligibility checks via Availity; upload results to DrChrono; notify clients of eligibility changes
• Submit birth certificate information and Medicaid pregnancy/delivery notifications as appropriate
• Oversee DocHub: upload completed contracts and forms to client charts; task Program Director on financial forms
• Manage Updox task queue: route faxes, labs, ultrasound results, ROIs, and consent forms to appropriate team members
• Update BirthTracks following deliveries; run practice statistics reports as assigned
• Build and maintain standard operating procedures (SOPs) for repeatable workflows
• Attend team meetings and represent operations function

Requirements

• 2\+ years of medical billing experience, preferably in OB/GYN, midwifery, or women’s health
• Working knowledge of CPT, ICD\-10, and HCPCS coding for maternity services including global OB packages
• Experience submitting claims to commercial payers, Medicaid, and/or Tricare
• Experience with insurance verification (VOB), EOB/ERA posting, and denial management
• Proficiency with EHR/EMR systems; DrChrono experience strongly preferred
• Experience setting up and managing patient payment plans
• Strong independent judgment — able to prioritize, problem\-solve, and follow through without micromanagement
• Excellent written and verbal communication; comfortable speaking with patients about billing and account matters
• Comfortable working remotely in a fast\-moving, small\-practice environment

Preferred Qualifications

• Certified Professional Biller (CPB) or Certified Professional Coder (CPC)
• Experience with Tricare non\-participating/out\-of\-network billing and balance billing
• Experience with DrChrono billing module and integrated clearinghouse
• Familiarity with out\-of\-hospital birth billing: home birth, freestanding birth center, global maternity packages
• Experience with credentialing and payer enrollment
• Experience supervising or mentoring administrative staff
• Familiarity with CollaborateMD (CMD) or similar practice management system
• Experience with Updox, DocHub, or similar patient communication and document management platforms

Why Red Moon Midwifery

This role is an opportunity to do meaningful work in a practice that is actively growing and deeply committed to its mission. You will have real ownership of the billing and operations function, work directly with the founder, and see the direct impact of your work on both the financial health of the practice and the families we serve. We are building something here — and we want someone who wants to build it with us.

We are committed to equity in hiring. Candidates from underrepresented communities are strongly encouraged to apply. Red Moon Midwifery is an equal opportunity employer.

How to Apply

Send your resume and a brief note (no more than one page) to programdirector@midwifeme.org. Please include:

• Which insurance payers you have experience billing
• Whether you have worked with DrChrono, CMD, or another EHR billing module
• One example of a billing or collections problem you identified and resolved

Applications reviewed on a rolling basis. Position open until filled.

Pay: $22\.00 \- $28\.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: Remote