Business Office Manager

  JOB DESCRIPTION

Position: Business Office Manager (BOM)

Department: Business Office

Reports to: Administrator

FLSA Status: Salaried/Exempt

Summary:

Supervise, coordinate, and perform business office functions under the direction of the Administrator in accordance with sound accounting practices.

Environment:

Work will be performed primarily indoors at one of our long-term healthcare facilities, throughout all areas, including in resident rooms, and on carpeted and/or tiled floors. Work will be performed there routinely around other co-workers, healthcare staff, residents, and guests. Due to the nature of facility’s business, worker may be exposed to occasional slippery floors, object on floors, chemicals, sharp objects, hazardous materials and waste (including human), blood­ borne pathogens, and communicable diseases, as well as high-stress medical and/or life threatening situations. 

Essential Duties & Responsibilities:

• Meet physical and sensory requirements stated below, and be able to work in the described environment.
• Identify and participate in process improvement initiatives that improve the customer experience, enhance work flow, and/or improve the work environment.
• Management duties including, but not limited to, hiring, training and developing, coaching and counseling, and terminating department staff, as deemed necessary.
• Ensure that all employment practices are administered fairly and without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or veteran status in accordance with applicable federal, state and local laws. 
• Prepare and submit reports on a timely basis as required and directed by the Administrator, the company and governmental agencies.
• Accumulate and maintain, in an organized manner, vital statistics relating to admissions, discharges, deaths, transfers and daily census of facility residents.
• Prepare and submit monthly resident billings for services provided.
• Responsible for monthly Medicaid, Medicare, and other insurance billings along with timely follow-up with intermediaries on delinquent payments.
• Monitor and manage the accounts receivable collection process.
• Pursue past due accounts persistently and maintain proper back-up documentation.
• Obtain and submit all required documentation to bill third party payers as per program/company guidelines.
• Maintain financial records including cash receipts, cash disbursements, accounts receivable, accounts payable, payroll journal, and general ledger, as directed.
• Attend department head meetings, seminars, and workshops, when approved, to assure current knowledge of State and Federal laws and regulations pertaining to bookkeeping functions.
• Responsible for ensuring daily bank deposits are made and reconciling all facility cash and checking accounts.
• Verify that resident trust is accurately recorded.
• Provide statistics to audit and reimbursement for year-end processing.
• Maintain an accurate accounting of patient trust funds including monthly reconciliation and quarterly statements to responsible parties. Reconcile petty cash for patient trust fund daily.
• Participate in the resident admission process by providing explanations of the facility's rates, billing cycle and payment terms, including collecting the first month's advance payment upon admission.
• Supervise and oversee other business office clerical staff, as assigned.
• Other special projects and duties, as assigned.

Requirements

Job Requirements:

Bachelor’s degree in business or relevant experience in long-term care.

Minimum of three (3) years related experience.

One (1) to two (2) years management/supervisory experience required; office management experience preferred.

Effective verbal and written English communication skills. 

Demonstrated intermediate to advanced skills in Microsoft Word, Excel, Power Point and Outlook, Internet and Intranet navigation. 

Highest level of professionalism with the ability to maintain confidentiality.

Ability to communicate at all levels of organization and work well within a team environment in support of company objectives. 

Customer service oriented with the ability to work well under pressure.

Strong attention to detail and accuracy, excellent organizational skills with ability to prioritize, coordinate and simultaneously maintain multiple projects with high level of quality and productivity.

Strong analytical and problem-solving skills. 

Ability to work with minimal supervision, take initiative and make independent decisions.

Ability to deal with new tasks without the benefit of written procedures.

Approachable, flexible and adaptable to change.

Function independently, and have flexibility, personal integrity, and the ability to work effectively with employees and vendors.

Physical and Sensory Requirements:

Moderate physical activity:

Requires handling of average-weight objects up to twenty-five (25) pounds.

Sitting for more than two (2) hours at a time.

Requires consistent computer work with repetitive typing and concentrating on computer screen.