Business Office Manager

Business Office Manager

Under minimal supervision, manages the Business Office of the facility. Maintains current and accurate records of accounts receivable, admissions, bank deposits, census, and patient's personal fund interest-bearing account. Organizes, develops and maintains business office systems in accordance with the company standards. Supervises and trains employee(s) performing the Receptionist. Performs other duties as assigned. Salary Range: $85,000- $95,000 annual Benefit package- Medical Dental, Vision, 401K

Essential Functions:

1. Consistently and accurately maintains accurate records of accounts receivable, admissions, bank deposits, census, and resident's personal fund interest-bearing account.
2. Organizes, develops and maintains business office systems in accordance with Facility standards.
3. Establishes and maintains an ongoing, positive working relationship with facility staff.
4. Performs monthly billing process of resident's responsible party, Private, Share of Cost, Hospice, Private Coinsurance, Medicare, Medicaid/cal, Manage Medicaid/cal, Coinsurance, VA, etc.
5. Performs routine and consistent collection efforts of all accounts specified on #4.
6. Submit and Tracks all Pending Medi-Cal Eligibility application to any qualified residents on a monthly basis.
7. Submits and Tracks all E-TARs weekly to ensure timeliness of billing.
8. Upholds all collection protocol for all pay types in accordance to company Collection Policy &Procedure
9. Organizes all Remittances according to company Policy and Procedure
10. Makes timely bank deposits and posts to resident invoices
11. Posts All ancillary supply charges to resident accounts.
12. Observes timely Month End process in accordance with the checklist and/or Company Policy and Procedure
13. Ensures billing compliance requirements are met on all claims prior to submission
14. Participates in weekly Medicare and Manage Care meeting and monthly Triple check meeting
15. Runs monthly CWF and Medicaid/Cal certs eligibilities for all existing residents.
16. Participates in BOM meeting and AR Reviews as scheduled
17. Ensures timely processing of all refunds, write-offs, and adjustments monthly
18. Utilizes monthly AR Aging report to identify outstanding accounts; and ensures that ALL accounts are addressed/worked on monthly
19. Maintains resident trust account, balancing and allocating interest monthly. (a) Makes families aware of expenditures from resident trust accounts quarterly. (b) Maintains requests for resident trust accounts on all residents who have expired. (c) Notifies state within 30 days when a resident has died. (d) Maintains a daily census of all residents.
20. Ensures current business files are established and maintained on: (a) All residents. (b) Monthly billing deposits, AR proof of Billing, and all other reports.
21. Communicates regarding policies, requirements, and problem-solving of business office matters as needed.
22. Maintains resident trust petty cash account, reconciles account, and requests replenishment as needed.

Knowledge, Skills & Abilities:

1. Working knowledge and ability to apply professional standards of business office practice for long term care. Ability to establish criteria to ensure that business office practices meets professional standards of quality.
2. Ability to conduct oneself in a professional business-like and responsible manner and maturity to relate effectively with residents, public and co-workers.
3. Knowledge of current state/federal laws and regulations that apply to management of the business office in long-term care. Ability to assure compliance with regulations as they relate to the business office.
4. Proficient Knowledge and utilization of PCC (or any SNF AR Platform)
5. Proficient Knowledge and utilization of RFMS and/or other Resident Trust system
6. Proficient Knowledge and utilization of Payer Portal and Clearing house platform i.e. Inovalon, Waystar, Office Ally, DDE, Medicaid/Cal Portal, Manager Care Portal, etc.
7. Strong office/desk organizational and interpersonal/teamwork skills to work effectively with home office, all departments and administration in management of business office procedure.
8. Ability to understand and follow written and verbal directions. Ability to effectively communicate with staff members and residents through verbal and/or written means with a teamwork effort.
9. Demonstrates knowledge of and respect for the rights, dignity and individuality of each resident in all interactions.
10. Demonstrates honesty and integrity at all times in the care and use of resident and facility property.
11. Knowledge of emergency and disaster procedures of facility. Ability to locate nearest exit, to understand and respond to written or oral instructions in case of emergency.
12. Sufficient mobility and strength to move freely through the building, to assure resident safety at all times and to assist, transfer or otherwise move residents of the facility out of danger in case of an emergency.
13. Demonstrates respect for co-workers and responds to needs of residents by complying with facility policies on attendance and punctuality and dress code. Ability to arrive and to begin work on time. Ability to respond to facility needs on on-call basis.
14. Working knowledge and ability to comply with facility polices and procedures for workplace safety including infection control procedures, application of universal precautions for blood borne pathogens, use of personal protective equipment and handling of hazardous materials.
15. Makes prompt efforts to resolve all resident concerns or grievances related to billing or personal trust fund
16. Working knowledge of computers, both hardware and software. Ability to work independently on computer applications with a minimum of supervision/training.
17. Demonstrates ability to prioritize tasks/responsibilities and complete duties/project as assigned. Demonstrates and models positive attitude, cheerfulness, initiative, patience, enthusiasm, and problem solving skills. Must be able to both foster a teamwork environment in the facility workforce and work effectively as a team member.
18. Ability to respond to change productively and to handle additional tasks/projects as assigned.
19. Ability to carry out the essential functions of this job (with or without reasonable accommodation) without posing specific, current risk of substantial harm to health and safety of self and others.

Working Conditions:

1. This job cannot be performed without exposure to the stress associated with the intimate, 24-hour residential care environment that delivers care and services primarily to disabled and cognitively impaired residents.
2. Exposure to blood and body fluids in Categories I, II & III (see Bloodborne Pathogen Program, Job Classification System).
3. HBV vaccination available.

Reporting Relationships:

1. Reports directly to the Supervisor and dotted line to Facility Administrator.