Business Manager

Job Description

Job Description

The Beautiful Gate Center is a multi-disciplinary clinical group therapeutic practice, with a private special education program, supporting the intensive needs of individuals with profound Autism and other Developmental Delays.  The Center operates as a Health and Human Services model provider within the Human Needs and Health Care Industries providing evidence-based, best practice, interventions to children, youth and young adults within a clinical setting and day treatment environment.  

This position is directly responsible for overseeing and supporting the day-to-day business model and activities of the Center alongside it’s leadership and management in addition to performing direct routine tasks as the Business Manager to work in collaboration with Executive Director and the BGC Board of Directors. 

Daily performance in this position requires high-level accountability, adaptability, and confidentiality around the accuracy and fiscal responsibilities of the business while reporting and collaborating closely with Executive leadership.  The Center expects professionalism, discretion and strong communication skills while performing problem solving, contract negotiations and other strategic solutions to conduct high-level business matters of the organization while completing daily assignments and duties in a simultaneous manner.

The Business Manager responsibilities and daily role shall include, and are not limited to, the following;

• Financial: Accounting/Bookkeeping
  • Audit/review, track and report fundraising event donations and complete accounting transactions in accordance with BGC policies and practices.
  • Process bookkeeping entries for all bank remittances and withdrawals.
  • Assist outside accounting with bank reconciliation processes
  • Review and balance Bank and General ledger accounts monthly
  • Review and process purchase orders including donation lists and assessment protocols
  • File annual Public Charity reports
  • Prepare and distribute intermittent and monthly financial statement reports to leadership
  • Process and administer A/P and A/R entries monthly
  • Prepare all records and bookkeeping entries in accordance with company practices to prepare for comprehensive financial audits completed annually by outside accounting firm.

• Financial: Revenue Management
  • Ensure therapy providers / provider staff meet their weekly production quotas and supporting matters to improve the Centers productivity and financial performance.
  • Ensure compliance and assist with directing outcomes with third party payor contracts, client authorizations, provider credentialing, and billing practices;
  • Review payor insurance billing to ensure ledger accounts between portals are reconciled Monthly, Quarterly and Annually.
  • Provide additional support to Billing and Collections department as necessary.
  • Assist with Collections of Claims as necessary
  • Coordinate with Accounting Dept. and collect past due Receivables as necessary
  • Conduct frequent reviews within EMR System every week to ensure quality and timely compliance of practices occur pursuant to BGC standards to support business and accounting cycles that are reliant upon billing and collecting claims and other A/R in a timely manner.
  • Prepare monthly revenue cycle management reports.
  • Financial: Fundraising and Event
  • Process fundraising event donations and complete accounting transactions in Accounting System
  • Track and report on event fundraising budgets and funds raised for social media and marketing releases
  • Assist as needed with charitable endeavors, Grant applications, Grant Research and produce necessary project defined financial budgets.
  • Raise awareness around the Mission, attending conferences, hosting special workshops, and collaborating on partnership initiatives to improve the health and access to services for SC families.

• Financial: Insurance Payor / Contract Management
  
• 
  Preview and process new and renewed third party payor contracts
• Review, coordinate with leadership and providers to ensure the Center operates the Business to comply with all Contracts, agencies, and payor requirements.
• Provide oversight to ensure clinical operations delivery remains in compliance with state agencies, such as DDSN, DHHS, SC Medicaid, and third-party commercial insurance payors.

• Human Resources and Credentialing
  • Ensure compliance with internal risk management (i.e. workman’s comp), human resources policies and practices and individual job responsibilities of Center staff;
  • Complete HR onboarding, clinical onboarding, ensure timely completion of staff performance reviews, staff training needs, safety training’s, review utilization reports semi-monthly, and collaborate as necessary with leadership to support staff retention, new hire processes, staff recognition and overall productivity of the Center;
  • Ensure compliance and direct outcomes to support human resources policies and practices and enhanced job performance;
  • Demonstrate knowledge and direct staff accordingly in their job responsibilities;
  • Direct positive outcomes and ensure compliance of various board ethics ASHA, BACB, NOTA, AOTA;
  • Review and authorize all staff PTO – Paid time off requests and manage company calendar and reports to track past and future time off to be used by staff.
  • Assist Executive Director and BGC leadership with ongoing development and implementation of procedural and safety training, training handbooks, operational ethics, and more.
  • Ensure overall integrity of the HR management technology is kept up to date with accurate and timely information on all staff and volunteers in addition to managing the secondary record storage systems as required by the corporate bylaws of the Center and other Standards of Practice.
  • Complete, Enroll and Administer Employee Benefits and payroll deductions.
  • Process semi-monthly payroll summary reports and review of provider timesheets.

• Property Lease and Facilities Management

• Coordinate facility and property management needs with Vendors, IT Director and Executive Director as they arise.
• Assist Directors with additional Leases and expanding facility needs as they arise.
• Contract with new vendors to support projects and maintenance
• Collaborate and assist with volunteer workdays and donor projects as needed

• Insurance/Risk Management

• Directing policy and standards of practice to ensure compliance with internal and external safety standards and policies
• Ensure staff compliance with internal risk management policies and outside regulatory agencies;
• Conduct risk management assessments, ensure legal compliance to BGC policies and Standards of Practice and any administration required to comply with federal HIPAA laws and practices.
• Ensure staff compliance with internal risk management policies and outside regulatory agencies;
• Ensure Center policies and Standards of practice are upheld by staff and clients at all times, ensure communications and reinforcement of policies and practice remain in place, monitor compliance of policies and practices of the Center for all programs occurring onsite or in a public community-based setting.
• Complete annual Workman’s Compensation audit reports for internal and external purposes, and discussion purposes.
• Ensure offsite record storage, record storage systems, and disaster planning Standards of Practice are implemented and reviewed quarterly to ensure compliance with Risk Management policies and corporate bylaws.
• Technology Management
  • Support as necessary and collaborate with Executive Director and IT Director on matters related to the EMR Software system and others which are part of our operations and deemed vital to the Center.
  • Assist with third party vendor contracts to maintain technology systems and equipment.
  • Assist with purchasing IT and other hardware equipment as needed

• General Responsibilities
• Prepare for monthly meetings and attend various operations and staff meetings as necessary.

• Obtain annual business licenses as needed.
• Train and manage student interns and practicum students as needed.
• Ensure the Center is meeting monthly Service Delivery benchmarks as defined by the Executive Director and Board of Directors to sustain and support the Center’s monthly expenses, profitability and overall growth and success.
• Intermittent and minimal travel may be required for events, award ceremonies, training, continuing education, conferences, research and development purposes.  
• As appropriate, create a positive, fun, creative, and engaging environment for staff, clients, and parents to thrive and enjoy coming to work at the Center each This shall include building a positive, kind and embracing culture that will adhere to the Mission, philosophy, and vision of BGC.
• The various duties outlined in this job description may not incorporate all activities, duties or underlying responsibilities required to complete the daily processes within the Business, HR and Accounting departments that may arise with Center growth and expansion of services but this description entails the baseline of responsibilities of the position.
• Ensure the scope of work and services rendered remain in alignment with BGC’s core values, business and management philosophies, purpose, standards of practice, vision, programming and operational design, and Mission.
• To perform other duties assigned by the Executive Director, Board Members in collaboration with other Directors, LEADs, or other Leadership

SKILLS AND QUALIFICATIONS OF BUSINESS MANAGER

Educational & Licensing Requirements

• Must have a Bachelor’s or Master’s Degree in Accounting, Business, or Business Management.
• CPA experience and background, preferred
• Minimum 7-10 years of experience managing a business
• Strong knowledge of Health Care Industry
• Strong knowledge of Clinical Therapy Industry
• Strong knowledge of QuickBooks for Non-Profits Accounting software
• Strong knowledge of HR technologies
• Strong knowledge of EMR systems and Insurance Payor Clearinghouses
• Must pass complete background check investigation

Qualified Professional Experience & Skills Required for the Clinical Director position

Professional Skills:

1. Must have strong working knowledge of business accounting practices including General ledgers, Cash Management, A/R, A/P, Payroll Taxes, Financial reporting, 990 Tax returns, Journal Entries and more.
2. Must have strong working knowledge of HR Departments and payroll processing, tax schedules
3. Must have strong clinical knowledge and methodologies for capturing data and analyzing data to ensure strong financial outcomes to support and sustain future growth.
4. Must have clinical working knowledge of HIPAA privacy and policy practices and standards of performance
5. Must have clinical knowledge of public health and safety standards for providing services to the public.
6. Demonstrate working knowledge of Labor Laws and professional HR policies and practices.
7. Demonstrate ability to maintain professional demeanor, use discretion, respect privacy, and ensure business and accounting information remains confidential and private at all times.
8. Demonstrate knowledge and compliance when training on company policies and procedures.
9. Demonstrate strong working knowledge of SC Medical Billing Practices and Policies to ensure compliance with state agencies including, DDSN, DHHS, Private Insurance Carriers, ADA and SC State Medicaid/Healthy Connections, SC Medicaid Waivers, and more.

Technology Skills:

1. Strong knowledge using PC, MAC, IPAD and TouchIt technologies.
2. Strong working knowledge of Google eSuite Platform: Drive, Meet, Calendar, Chat, etc.
3. Strong working knowledge of Microsoft Word, Excel & PowerPoint
4. Strong working knowledge of Central Reach
5. Strong Knowledge of office technologies, i.e: iCloud technology for record keeping and document storage uploads, fax, scanner, label makers, laminating machine, printers, scanners, etc.
6. Strong Knowledge submitting Requests for Authorizations through various payor portals including SC Medicaid Kepro, BCBS, Optum, Cigna, and more.

Personal Skills & More:

1. Strong organizational and electronic record keeping skills required
2. Strong management skills for team building
3. Strong written, oral and soft communication skills required
4. Demonstrate ability to be flexible and adapt to ongoing changes
5. Always maintain professional appearance with staff, clientele and families
6. Knowledge for administering and handling sensitive Human Resources matters involving staff
7. Aptitude for critical thinking and problem solving required
8. Intermittent and minimal travel may be required for training, business meetings, BGC events, in-home observations, business development, continuing education, conferences, and more.
9. Must pass background checks with drug testing and fingerprinting included
10. CPR and First Aid Certifications, preferred
11. References and work materials may also be verified.