Business Office Manager

Job Description

Job Description

Required Qualifications

 Three (3) years of experience in a billing or supervisory capacity in the business office of a hospital, nursing home, or other related health care facility preferred.

 Knowledgeable of skilled nursing home regulations, procedures, laws, regulations and guidelines pertaining to long-term care.

Major Duties and Responsibilities

Plans, develops, organizes, implements, financial operation of the facility, in accordance with generally accepted accounting principles and current state and federal laws/regulations.

Reports the facility’s financial performance as needed, to the Administrator and Directors, and/or governing body as directed.

Manages and implements processes and systems in the Business Office to manage billing, collections (A/R), accounts payable (A/P), patient trust, liability notices, general ledger functions, payroll, purchase orders, cash flow and necessary business transactions using generally accepted accounting principles.

Ensures the Business Office procedures comply with regulatory requirements related to bed-hold notice requirements.

Prepares financial records and cost report data for submission to authorized vendors as required by current regulations.

Utilizes and is proficient in various excel, word, adobe, and other electronic reporting formats.

Makes written and oral reports/recommendations routinely and as requested.

Ensures monthly billing is completed timely using facility A/R software.

Ensures facility’s billing checks and balances are followed by all team members as required by facility policy including but not limited to the balancing of the daily census, Medicare triple check prior to billing, etc.

Maintains working knowledge of all aspects of facility’s financial software program.

Develops and monitors accounts receivables. Reports delinquent accounts and solutions to overcome obstacles to the Administrator.

Maintains a working knowledge of the state long term care Medicaid insurance program, Medicare Part A, B and C insurance program, and private long term care insurance programs.

Ensures pre-admission financial evaluations regarding the identification of a payer source is coordinated with the Admissions Office as part of the pre-admissions process.

Develops and maintains positive relationships with residents, employees, and family members.

Promotes and establishes effective communication and customer service to achieve facility goals and customer satisfaction.

Supervises all Business Office personnel and their work functions.

Evaluates work performance of Business Office personnel in concert with Human Resources for expected performance outcomes.

Facilitates, serves, attends or participates in various committees of the facility as necessary.

Understands, continues to learn, and teaches others about new CMS program initiatives affecting the facility’s fiscal health

Participates in QAPI or facility assessment activities as needed, such as carrying out duties assigned as part of a performance improvement committee.

Identifies and collaborates with members of the interdisciplinary team, consultants, and others when needed to identify opportunities for enhanced financial services to the residents and/or resolve issues.

Promotes teamwork, mutual respect, and effective communication. Promotes positivity and active daily problem solving.

Reviews and assists in developing plan of correction for accounting deficiencies noted during survey inspections and provide a written copy of such plan to the Administrator.

Promotes and encourages an environment of trust within the Business Office as well as with department heads and all facility employees.

Promotes safe work practices, safety rules, and accident prevention procedures to prevent employee injury and illness.

Vancouver Specialty and Rehabilitative Care (Process improvement Oversight)

Overseeing the implementation of process improvements at Vancouver Specialty and Rehabilitative Care, ensuring alignment with organizational standards and goals.

Monitor the progress of process improvements, making recommendations for necessary adjustments.

Work closely with Vancouver Specialty and Rehabilitative Care Management to ensure all new procedures are being adhered to consistently

Conduct periodic reviews to ensure that implemented process improvements are sustained and remain effective overtime.

Act as a liaison between Cedar Sinai Park and Vancouver Specialty and Rehabilitative Care to facilitate knowledge sharing and process alignment.

Additional Tasks

 Treats all residents with dignity and respect. Promotes and protects all residents’ rights.

 Establishes a culture of compliance by adhering to all facility policies and procedures. Complies with standards of business conduct, and state/federal regulations and guidelines.

 Follows appropriate safety and hygiene measures at all times to protect residents and themselves.

 Maintains confidentiality of protected health information, including verbal, written, and electronic communications.

 Reports noncompliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel. Reports any retaliation or discrimination to HR or compliance officer.

 Reports any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor and/or administrator. Protects residents from abuse, and cooperates with all investigations.

 Reports any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.

 Participates in all life safety and emergency drills and trainings. Fulfills responsibilities as assigned during implementation or activation of the facility’s emergency plan.

 Reports work-related injuries and illnesses immediately to supervisor.

 Follows established infection control policies and procedures.

 As a condition of employment, completes all assigned training and skills competency.

Personal Skills and Traits Desired/ Physical Requirements/Working Conditions

 Ability to read, write, speak and understand the English language.

 Must be a supportive team member, contribute to and be an example of team work.

 Ability to make independent decisions when circumstances warrant such action.

 Ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

 Must have patience, tact, and willingness to deal with difficult residents, family and staff.

 Must be able to relay information concerning a resident’s condition.

 Must not pose a threat to the health and safety of other individuals in the workplace.

 Must be able to move intermittently throughout the workday.

 Meets general health requirements according to facility policy, including medical and physical exams and checking immunity status to various infectious diseases.

 Ability to assist in evacuation of residents during emergency situations.

 Ability to bend, stoop, kneel, crouch, perform overhead lifting and perform other common physical movements as needed for the position.

 May be subject to hostile or emotional residents, family members, visitors or personnel.

 Possesses leadership, supervisory skills and willingness to work harmoniously with and supervise other personnel.

 Successfully follows oral and written instructions.

 Successfully relays information concerning business office matters, residents, employees or any given subject matter.

 Willing to cope with the mental and emotional stress of the position.

 Communicate with medical, nursing staff, and all departments.

 Accepts call-backs during emergency conditions.

 Works in office and throughout the facility.

 Willing to work to task completion in spite of frequent interruptions.

 Works beyond 9-5pm (normal working hours). May work weekends, and holidays when necessary.