Business Office Manager

Job Title: Business Office Manager

Location: All

Department: Finance

FLSA Status: Exempt

Reports to: Nursing Home Administrator

Revised Date: 2/04/2025

Position Summary:

Under the direction of the Nursing Home Administrator, the Business Office Manager oversees all community accounting functions, including accounts payable, accounts receivable, third-party billing, and preparation of all Skilled Nursing Facility private pay, insurance, secondary insurance and Medicare, and Medicaid Billing. The Business Office Manager also serves as the information systems liaison with the corporate accounting department representatives.

Principal Duties and Responsibilities:

• Provides quality customer service efficiently to residents, family, co-workers and vendors in a manner that ensures satisfaction.
• Responsible for the smooth running of all business office functions to include: accounts payable, accounts receivable, billing and patient inquiries.
• Responsible for all accounting related to documenting, preparing, and distributing patient statements.
• Responsible for aging/past due account collection and analysis.
• Develop collection strategies to reduce delinquent accounts.
• Makes recommendations to Executive Director regarding write-offs.
• Participates in Triple-Check meetings in coordination with clinical nursing, home office, and therapy teams.
• Maintains daily census and assists in the verification of insurance on all referrals and new admissions.
• Demonstrates proficient use of healthcare billing software.
• Reviews and provides detailed analysis of monthly financial statements, including variance reports.
• Prepares and provides reports to corporate accounting and Executive Director.
• Participates in internal and external financial audits. Must participate in monthly AR reviews with the Executive Director and corporate representatives.
• Attends all mandatory meetings and in-service meetings.
• Follows all safety precautions, including the use of necessary devices or equipment.
• Supervises receptionist position and/or other administrative positions as indicated or assigned.
• Serve as third-party insurance advisor to department heads for prospective and incoming residents, as well as bill third-party insurance for services provided.
• Manage Medicaid applications, renewals, and any issues that may arise. Verifies and delivers appropriate Medicaid letters to the patient or responsible party.
• Manages and reports the daily census to the appropriate personnel. Responsible for entering daily census into the computer and balancing the census at month end.
• Participates in the marketing calls and performs marketing functions in the community.
• Sends communication letters to all past due accounts monthly. Pursues collection of outstanding balances of private pay or patient pay amounts.
• Initiate and follow through on small claims proceedings as indicated until the case is settled, representing Mission Point Healthcare in claims court if needed.
• Manage and participate in working with the patients and families as it relates to billing questions. Explain insurance coverage and discuss billing questions and problems with residents and responsible parties.
• Maintain resident business office files. Log and send discharged resident files to offsite storage facility.
• Communicate in PCC any changes in resident status as it affects billing. Receive pre-authorizations for treatment as required by Medicaid or other third-party payers.
• Manage the patient trust fund in PCC. Provide funds to residents upon request, make deposits from residents and family members, balance the account monthly, and issue quarterly statements to residents.
• Allocate vendor invoices for accounts payable.
• Manage and record patient pay deposits in PCC. Make bank deposits using a check reader or by bank carrier.
• Performs other duties or functions as assigned.

Required/Desired Qualifications:

Education, Training, and Experience:

• Bachelor's degree from a college or university preferred; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Two years of Business office management.

Specific skills, knowledge, and abilities:

• Knowledge and understanding of payer sources (Medicare, Medicaid, private insurance).
• Communicate effectively and work with the residents and families on insurance billing items skills to be efficient in tasks and effective in communication;
• Ability to manage and handle deposits for the Corporation;
• Knowledge and ability to use a personal computer with emphasis on business software such as Microsoft Office;
• Skill and ability to pursue collection matters with patients, families or agencies.

EMERGENCY SITUATIONS

In the event of an emergency, employee must be physically able to assist in patient evacuations.