Business Office Assistant

Job Overview Summary:


Works with Business Office Manager on administrative activities and billing activities in accordance with current applicable Federal, State, and local standards, guidelines and regulations, and as directed by the Administrator, to assure that proper administrative procedures are always maintained.


Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.


Functions:

Administrative Functions

• Assure that all office personnel follow established policies and procedures
• Interpret the facility's policies and procedures to personnel, residents, family members, visitors, etc., as directed by the Executive Director
• Represent the facility at and participate in meetings as required by the Business Office Manager and Executive Director
• Process administrative accounts payables invoices and vendor related inquires.
• Assure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained to perform required duties
• Perform other tasks as assigned

Billing and Billing Related Functions

• Assists with daily census changes (admissions, discharges, payer changes, room changes etc)
• Deposits checks daily into depository account and process credit cards as requested
• Manages resident trust funds and maintains confidential files, ensures compliance with all state and federal regulations
• Assist Business Office Manager with timely billing of resident liability by maintaining the correct liability in PCC
• Manage outstanding Accounts Receivable by reviewing AR aging weekly to identify potential refunds, adjustments or rebilling and communicate with the appropriate biller
• Document all collections efforts in PCC
• Managed Medicaid pending applications timely including coordinating referral to Medicaid Eligibility Specialist or activity working the Medicaid application
• Manage annual redeterminations for Medicaid enrollments
• Meets with, as directed by the Business Office Manager, residents/responsible party upon admission and throughout the stay to explain financial obligations and paperwork
• Assists with audits new admission files to ensure completeness and accuracy
• Meets with, as directed by the Business Office Manager, residents/responsible party upon discharge to explain any remaining financial obligations
• Perform other tasks as assigned;

Qualifications:


A minimum of a high school education or high school equivalency diploma. (Required). Prior experience in the long-term care environment, specifically billing regulations (Preferred).


Knowledge and Skills:

• Customer Service Oriented
• Detail oriented
• Ability to use a computer
• Demonstrates organizational and critical thinking skills
• Strong interpersonal skills
• Ability to work independently, problem solve and make decisions as necessary
• Ability to create a resident-centered environment
• Knowledge of policies and procedures and state and federal regulations

Required Responsibilities:


Successful demonstration of work standards, quality work product, productivity, and job knowledge are standard expectations for all company employees.


Core Competencies:

• Caring/Compassion
• Accountability
• Dependability
• Adaptability/Flexibility
• Effective Communication
• Confidentiality
• Team Player
• Dedication

Physical Demands

Shoe the amount of time on-the-job in the following physical activities by checking the appropriate boxes below.

Amount of Time

NoneOccasionally up to 1/3Frequently 1/3 to 2/3Constantly 2/3 or more

Stand x

Walk x

Sit x


Talk or hear x

Finger, handle or feet x

Push/pull x


Stop, kneel, crouch or crawl x


Reach with hands and arms x

Taste or smellx


This job requires that force be exerted by weight being lifted, carried, pushed, or pulled. Show how much and how often by checking the appropriate boxes below.

NoneOccasionally up to 1/3Frequently 1/3 to 2/3Constantly 2/3 or more

Up to 10 lbs x

Up to 20 lbs x


Up to 50 lbs x


Up to 100 lbsx


> 100 lbsx


This job has special vision requirements.

• Close Vision (clear vision at 20 inches or less)
• Distance Vision (clear vision at 20 feet or more)
• Color Vision (ability to identify and distinguish colors)
• Peripheral Vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)
• Depth Perception (three-dimensional vision; ability to judge distances and spatial relationships)
• Ability to Adjust Focus (ability to adjust eye to bring an object into sharp focus)
• No Special Vision Requirements

This job has special hearing requirements.

• Ability to hear alarms on equipment
• Ability to hear client call
• Ability to hear instructions from physician/department staff