Business Office Manager

At Sheridan Memorial Hospital, we proudly rank in the top 13.6% of U.S. hospitals, recognized by the Centers for Medicare and Medicaid Services. With over 850 dedicated employees and 100+ expert providers across 25 specialties, we are committed to exceptional, patient-centered care. Set in northern Wyoming's stunning Big Horn Mountain foothills, Sheridan offers outdoor adventure and community charm. Our hospital combines cutting-edge technology with a collaborative, innovative culture. Join a team that values your skills, fosters growth, and empowers you to impact lives meaningfully. Apply today and be part of Sheridan Memorial Hospital's mission of excellence!


JOB SUMMARY

The Business Office Manager is responsible for the financial and administrative operations of the long-term care facility, combining business office oversight with key administrative coordination responsibilities. This role oversees billing, collections, resident financial accounts, reporting, staff and facility scheduling support, timekeeping, compliance reporting, supply coordination, and front office operations. The position works closely with the Nursing Home Administrator (NHA), Director of Nursing (DON), organizational Finance and Billing teams, residents, families, and other departments to support accurate financial processes, efficient daily operations, regulatory compliance, and a positive resident and family experience.


Essential Job Functions


Financial Operations

Manage billing and collections for Medicare, Medicaid, private insurance, managed care, hospice, VA, and private pay accounts.

Monitor accounts receivable, cash collections, aging reports, outstanding balances, and collection performance.

Reconcile daily census and payer information to support accurate billing and reimbursement.

Oversee resident trust accounts in compliance with applicable state and federal requirements.

Prepare financial reports and assist with month-end close activities.

Monitor census, payer mix, revenue trends, and other financial performance indicators.

Ensure financial processes comply with applicable CMS requirements, state and federal regulations, and organizational standards.

Assist with the referral process by completing funding verification on all possible admits.


Resident & Family Financial Support

Meet with residents and families to explain billing, coverage options, and financial responsibilities.

Assist with Medicaid applications and payer conversion processes.

Serve as a liaison between residents, families, facility leadership, and organizational billing/finance teams to resolve financial questions and concerns.


Front Desk & Communication Coordination

Answer and direct incoming phone calls and provide information or assistance as appropriate.

Greet and assist visitors, family members, vendors, and other guests in a welcoming and professional manner.


Staff Scheduling & Timekeeping

Manage departmental timekeeping and review employee time cards for accuracy and completeness.

Collaborate with Payroll and Human Resources to resolve timekeeping discrepancies and process necessary corrections.


Hiring, Training & Onboarding Support

Assist with recruitment, hiring, and onboarding activities, including coordination of orientation and new employee processes.

Support new-hire training and communication of facility policies, procedures, and regulatory requirements.

Work with the Administrator and DON to support staffing needs and facility goals.


Regulatory, Compliance & Operational Reporting

Assist with CMS reporting, including Payroll-Based Journal (PBJ) reporting, to support staffing and payroll compliance requirements.

Support survey preparation, audits, compliance reviews, and maintenance of organized regulatory and operational documentation.

Collaborate with leadership to review compliance data, identify opportunities for improvement, and support implementation of changes.

Support the development, maintenance, and implementation of policies and procedures.


PointClickCare (PCC) Administration

Serve as one of the facility's PointClickCare (PCC) Super Users.

Manage user access, reporting, database administration, and vendor integrations within assigned scope.

Provide PCC reporting and system support to leadership and department managers.


Leadership & Operational Support

Collaborate with facility leadership on financial, operational, and process-improvement initiatives.

Serve as a key member of the administrative team and support special projects and administrative functions as assigned.

Promote positive collaboration with residents, families, leadership, staff, and organizational partners.


Performance Measures

Accounts receivable and collection performance.

Accuracy and timeliness of billing, reporting, scheduling, timekeeping, and financial processes.

Survey readiness and regulatory compliance.

Accuracy and timeliness of required CMS/PBJ and operational reporting.

Completion of assigned projects and process-improvement initiatives.

Positive collaboration and service to residents, families, leadership, staff, and organizational partners.


POSITION QUALIFICATIONS - Education, Experience & License

High School Diploma or equivalent, required.

Prior experience in healthcare administration, long-term care, business office operations, office management, or a related field preferred.

Experience with healthcare billing, accounts receivable, payer processes, staff scheduling, payroll/timekeeping, or compliance reporting preferred.

Familiarity with Medicare, Medicaid, private insurance, managed care, and other healthcare payer processes preferred.

Familiarity with CMS reporting, Payroll-Based Journal (PBJ), Quality Measures, and Five-Star Rating data preferred.

Experience with PointClickCare or similar long-term care software preferred.

Proficiency in Microsoft Office, including Excel, Word, and Outlook, and ability to learn facility-specific systems.


Additional Skills

Ability to communicate effectively in English, both verbally and in writing.

Strong customer service, communication, and interpersonal skills.

Strong organizational, analytical, and problem-solving skills with the ability to manage multiple priorities.

Basic computer and data-entry skills with the ability to use standard office equipment.

Ability to work collaboratively with the Administrator, DON, clinical teams, Finance, Billing, Human Resources, Payroll, Supply Chain, residents, and families.

Ability to maintain confidentiality and appropriately handle sensitive financial, employee, and resident information.

Specific demands not listed: Possible exposure to blood and or body fluids / infectious disease / hazardous waste requiring the use of Personal Protective Equipment. Exposure to odorous chemicals / specimens and Latex products. Pre-employment drug and alcohol screening is required.


Sheridan Memorial Hospital is an equal opportunity/Affirmative Action employer and gives consideration for employment to qualified applicants without regard to age, race, color, religion, sex, national origin, disability or protected veteran status. If you'd like more information about your EEO rights as an applicant under the law, please click here.