Business Office Manager

Job Description

Grandview Rehab & Healthcare Center

New Britain, Connecticut

Position: Business Office Manager

Department: Administration
Reports To: Facility Administrator
Position Type: Full-Time

About Grandview Rehab & Healthcare Center

Grandview Rehab & Healthcare Center is seeking an experienced, organized, and detail-oriented Business Office Manager to oversee the facility's financial and administrative business office operations.

The ideal candidate will have prior experience in a skilled nursing or long-term care environment, a strong understanding of Medicare and Medicaid billing, accounts receivable, collections, resident trust accounts, and the ability to lead a business office team.

This position plays an important role in supporting the facility's financial performance while ensuring residents and their families receive professional, respectful, and timely assistance with billing and financial matters.

Position Summary

The Business Office Manager is responsible for managing and overseeing the daily operations of the facility's business office. This includes resident billing, accounts receivable, collections, insurance verification, Medicare and Medicaid processing, resident trust accounts, financial reporting, and administrative oversight.

The Business Office Manager will work closely with the Administrator, Admissions, Nursing, Social Services, and corporate departments to ensure accurate financial records, timely billing, effective collection practices, and compliance with applicable regulations and facility policies.

Essential Duties and Responsibilities

1. Accounts Receivable and Resident Billing

• Oversee all resident billing activities, including Medicare, Medicaid, managed care, commercial insurance, and private-pay accounts.

• Ensure resident accounts are billed accurately and within established deadlines.

• Monitor outstanding balances and maintain an effective accounts receivable collection process.

• Review aging reports regularly and follow up on overdue accounts.

• Identify billing discrepancies, investigate outstanding balances, and coordinate corrections.

• Communicate with residents, responsible parties, and family members regarding outstanding balances and payment arrangements.

• Monitor Medicaid-pending accounts and ensure applications and supporting documentation are submitted timely.

• Track applied income, patient liability, and other resident financial obligations.

2. Medicare, Medicaid, and Insurance Administration

• Oversee Medicare and Medicaid billing processes and ensure supporting documentation is maintained.

• Verify insurance coverage and payer information for new admissions and current residents.

• Coordinate with Admissions to confirm appropriate payer sources and financial information.

• Monitor Medicaid applications, renewals, pending cases, and required documentation.

• Follow up with state agencies, insurance companies, and other third parties regarding pending claims and reimbursement.

• Identify denied or delayed claims and coordinate appropriate follow-up and resolution.

3. Resident Trust Accounts

• Oversee the administration and maintenance of resident trust accounts in accordance with applicable requirements.

• Ensure resident funds are accurately recorded, deposited, disbursed, and reconciled.

• Maintain supporting documentation for all transactions.

• Ensure resident funds are handled appropriately and records are available for review or audit.

• Address resident and family inquiries regarding personal funds and account balances.

4. Accounts Payable and Financial Administration

• Assist with oversight of accounts payable and facility-related financial documentation, as assigned.

• Review invoices and supporting documentation for accuracy and appropriate approval.

• Coordinate with the Administrator and corporate accounting regarding payment processing and outstanding items.

• Maintain organized financial records and supporting documentation.

• Assist with monthly reconciliations, financial reports, and other administrative reporting requirements.

5. Census and Admissions Coordination

• Work closely with Admissions and Nursing to maintain accurate daily census information.

• Verify admission, discharge, and transfer information to ensure accurate billing.

• Review payer information and financial documentation for new admissions.

• Ensure resident accounts are established accurately and timely.

• Communicate census and billing discrepancies to the appropriate departments.

• Assist with maintaining accurate records related to resident financial status and payer changes.

6. Staff Supervision and Business Office Operations

• Supervise, train, and provide direction to assigned business office personnel.

• Establish clear responsibilities, priorities, and deadlines for business office staff.

• Monitor staff performance and ensure work is completed accurately and timely.

• Provide guidance and support to employees handling billing, collections, reception, and other administrative functions.

• Ensure appropriate office coverage and continuity of daily operations.

• Maintain confidentiality of resident, employee, and facility financial information.

• Identify opportunities to improve office procedures, efficiency, and internal controls.

7. Reporting, Audits, and Compliance

• Prepare and review accounts receivable reports, collection reports, census reports, and other financial summaries as requested.

• Monitor outstanding balances and identify accounts requiring additional attention.

• Maintain accurate records in preparation for internal and external audits.

• Ensure business office procedures are consistent with facility policies and applicable federal and state requirements.

• Maintain organized resident financial records and supporting documentation.

• Assist with responding to audit requests and providing requested financial information.

• Report significant billing issues, collection concerns, or financial discrepancies to the Administrator.

8. Customer Service and Communication

• Provide professional and courteous assistance to residents, families, and responsible parties.

• Respond to billing questions and concerns in a timely and respectful manner.

• Explain financial statements, balances, payment responsibilities, and collection procedures.

• Work collaboratively with facility department heads to resolve resident account issues.

• Maintain a professional and confidential approach when handling sensitive financial matters.

Weekend Rotation and Schedule Expectations

The Business Office Manager is expected to participate in the facility's management weekend rotation.

Responsibilities include:

• Working assigned weekend shifts as part of the facility's management coverage schedule.

• Providing administrative support and assisting with operational needs during assigned weekends.

• Addressing business office or resident financial matters that require management attention.

• Communicating significant issues to the Administrator and appropriate department heads.

• Supporting facility operations and ensuring continuity of management coverage.

Additional hours or schedule adjustments may be required based on facility operational needs.

Qualifications and Requirements

Required:

• Previous experience in a Business Office Manager or similar administrative/financial position within a skilled nursing, rehabilitation, or long-term care facility.

• Strong working knowledge of Medicare and Medicaid billing processes.

• Experience with accounts receivable, collections, and resident billing.

• Knowledge of Medicaid-pending accounts and patient liability.

• Experience maintaining and reconciling resident trust accounts.

• Strong computer skills, including Microsoft Word, Excel, and Outlook.

• Excellent organizational, communication, and problem-solving skills.

• Ability to manage multiple priorities and meet strict deadlines.

• Ability to maintain confidentiality and handle sensitive financial information.

• Ability to work independently and collaboratively with facility leadership.

Preferred:

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, Healthcare Administration, or a related field.

• Previous supervisory or management experience.

• Experience with skilled nursing facility billing and financial software systems.

• Familiarity with Connecticut Medicaid (Title 19) applications and requirements.

Skills and Competencies

• Strong attention to detail and accuracy.

• Effective leadership and staff management abilities.

• Excellent customer service and interpersonal skills.

• Strong analytical and financial problem-solving abilities.

• Ability to identify billing errors and implement corrective action.

• Ability to prioritize responsibilities and work under time constraints.

• Professional judgment and discretion when handling confidential information.

• Commitment to teamwork and supporting facility operations.