Business Office Manager/HR

Vista Senior Living Management is the dedicated senior living division of our organization, focused exclusively on the operation and growth of senior living communities. With more than 30 communities across multiple states, we specialize in Assisted Living, Memory Care, and Independent Living. Our mission is to provide outstanding care rooted in compassion, humility, accountability, and a genuine commitment to the well-being of our residents. We strive to create communities where residents receive personalized support, families have confidence in their care, and team members are empowered to succeed.

Eden Vista Apple Valley , part of Vista Senior Living Management, is seeking a dependable and passionate leader to join our team.

The Business Office Manage/HR supports and supervises all Business Office functions within the facility, supports the Executive Director, and organizes all Human Resource functions in the community. This role is responsible for managing resident financial files, billing activities, accounts receivable, accounts payable, and other administrative duties as assigned by the Executive Director and/or Corporate Management. In addition, this role is responsible for the generalist Human Resources duties in the facility.

Essential Job

Functions Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

Resident Rights

• Know and respect residents' rights. 

• Ensures all protected health information is kept confidential.
• Reports all complaints made by patients to supervisor
• Reports allegations of patient abuse, neglect, and/or misappropriation of patient property.

Safety and Sanitation

• Follows established safety policies and procedures.
• Ensures potential safety/health hazards are eliminated.
• Wear and/or use safety equipment and supplies when indicated and properly trained to use.
• Demonstrates job-specific knowledge of fire and disaster preparedness during drills or actual situations.

Staff Development

• Attends and participates in scheduled in-service training, educational classes, and meetings to maintain current certification as applicable and as managed by regulatory agencies and company policies.
• Attends and participates in in-service training as mandated by regulatory agencies and company policy
• Participates in the QAA process as needed.

Assistant Executive Director Responsibilities

• Assist in the overall operation of the community.
• Ensure that care, services, and other activities are provided and conducted within applicable state and federal regulations.
• Plan all aspects of the community's operations, including budget planning, developing census goals, aiding in the development of strategic marketing goals and plans, and similar activities.
• Manage, monitor, and motivate staff to cultivate a positive working environment and, a positive, comfortable, and home-like living environment for residents.
• Conduct ongoing performance assessment and provide periodic performance reviews.
• Work collaboratively with the Executive Director, Health Services Director, Sales and Marketing Director, and other key staff members to ensure continuity of care delivery to maximize resident and family satisfaction.

Essential Job Responsibilities

• Maintain working knowledge of required computer software and internet applications.
• Maintain resident and business office files, including uploading contracts, authorizations, state correspondence, monthly Medicaid verifications, and all financial documents into PCC.
• Assist with resident billing inquiries.
• Enter weekly tray service and ancillary charges into PCC.
• Ensure deposits and rent payments are received and deposited in a timely manner.
• Send monthly delinquent notices and follow established collection guidelines.
• Process resident lease renewal letters and notify clinical staff of upcoming authorization/waiver expirations.
• Ensure timely and accurate processing of accounts payable.
• Protect proprietary, financial, and resident information.
• Maintain strict confidentiality of all office records and restricted information.

Daily Business Office Tasks

• Run the PCC Action Summary to capture admissions, discharges, and changes; highlight, sign off, and save in the Month-End folder.
• Update the Rent Roll daily to reflect all changes.
• Enter authorization details into PCC, upload documentation with start and end dates.
• Clear the AR Dashboard daily, coordinate with clinical staff for DX, allergy, and clinical alerts.
• Check and return all voicemail messages; document all calls and follow-ups in PCC.
• Make deposits for amounts over $500; update Cash Tracker and save deposit copies per Eden Vista policy.

New Admissions

• Coordinate with the Admissions Director to confirm contract accuracy and correct entry rate.
• Complete all AR tabs in PCC within 24 hours of move-in.
• Ensure a Move-In DX is entered for each resident.

For Managed Medicaid Admissions

• Verify receipt of Managed Medicaid authorization.

Routine Business Office Tasks

• Review the Aging Report and track unpaid balances. Private-pay accounts not paid by the 10th require a collection call and documentation in PCC. Notify the Executive Director of overdue payments.
• Meet weekly with the Executive Director to review unpaid balances and missing authorizations; balances over 30 days must be reported to Eli.
• Meet bi-weekly with the Clinical Wellness Director to confirm census, resident returns, level of care charges, and POA contact updates.
• Review Managed Medicaid authorizations expiring within 30 days and coordinating renewals.

Month-End Tasks

• Prepare and mail private-pay statements between the 24th and 27th; confirm correct recipient (POA, family, resident).

Human Resource Director Responsibilities

Employment Responsibilities

• Recruit all positions from job fairs, career days, nursing schools, and other potential sources.
• Screens, interviews and recommends qualified applicants, as directed; conducts background and reference checks.
• Administers job posting program.
• Recommends special programs and incentives which support recruitment efforts.
• Consistently reviews and verifies employee's licenses, certifications, Hepatitis B and TB records to ensure they are current; maintains appropriate records.
• Tracks completion of performance evaluations. Ensure supervisors/managers provide accurate and timely performance appraisals.
• Serves as an employee advocate.
• Ensures employee personnel files are completed and employee information is kept private.
• Implement measures which ensure compliance with EEO guidelines.
• Monitors unemployment claims and participates in associated hearings.
• Monitors the disciplinary process for consistency.
• Responds to employee complaints.
• Advises department heads and supervisors on proper procedures regarding progressive discipline, termination activity, and performance reviews to ensure consistency in policy interpretation and application.
• Implements corporate programs and plans as directed.
• Plans, organizes, and implements employee activities.
• Implements approved employee recognition programs.

Training Responsibilities

• Provides general orientation to new employees according to company policy.
• Provides a job description to each department head to help familiarize and train new hires to job expectations.
• Acts as preceptor, coach, and resource person to help new employees get through their job specific orientation.
• Assists in planning, coordinating, and conducting all required in-service programs and/or special training sessions in compliance with all applicable federal, state, and local laws and/or corporate requirements.

Compensation, Benefits and Payroll Responsibilities

• Performs all daily, weekly, and pay period close responsibilities related to payroll processing.
• Reviews any reporting tools to ensure accuracy and makes recommendations to change reporting as required.
• Maintains strict confidentiality of all employee data.
• Ensure timely and accurate submission of payroll.
• Updates employee information for withholding of garnishments, benefits, child support, etc...
• Archive payroll information according to federal and state regulations.
• Processes annual appraisal increases, if applicable, in a timely manner.
• Maintains records of vacation time, sick time, personal and funeral data, and attendance.
• Calculates and submits retroactive payments, holiday pay, vacation pay, and sick pay.
• Answer questions about pay, overtime, and other payroll issues.
• Records worked time, jury duty, and other time by appropriate categories.
• Enroll new employees into time clock when required.
• Reviews and verifies the following payroll reports: Payroll Journal, Cash Requirements Report, Employee Labor Distribution Report, Employee Shortfalls Report.
• Assist in developing market adjustment proposals.
• Assist in effectively communicating new and existing benefits programs and policies and procedures.
• Reports terminations timely to ensure proper COBRA notification is given.
• Ensure all employees receive benefit packets during probationary period
• Ensure that all employee benefit packets are submitted timely to benefits providers for enrollment/terminations, etc.....
• Ensure that the annual open enrollment is available for all employees to attend and that all benefit information is shared with employees.

Safety Responsibilities

• Coordinates and/or provides safety training and education programs for new employees.
• Develops, promotes, and sponsors employee awareness and involvement programs.
• Prepares staff for federal, state, and local government inspections.
• Educates safety committee members of current and potential issues which increased risk for accidents and injuries.
• Performs regular, scheduled safety inspections. Performs weekly walk-through inspections and identifies high-risk areas.
• Coordinates and co-chairs safety committee meetings.
• Identifies and recommends alternative equipment, supplies, procedures, processes, etc.... to prevent future injuries or accidents.
• Provides documentation of safety inspection findings to the necessary parties.
• Provides hazard communication programs and environmental monitoring including SDS sheets.
• Assures compliance with policies on safety rules, safety discipline, etc.
• Participates in developing and updating safety policies and procedures and maintaining required records and reports as outlined in our safety manual.
• Investigate all reported injuries/accidents within 24 hours of occurrence.
• Notifies Work Comp Carrier and appropriate corporate staff for work-related incidents.
• Monitors injured employee health status weekly. Monitors work related injury medical records and bills.
• Coordinates return to work by identifying job accommodation opportunities.
• Maintains OSHA recordkeeping.

Supervisory/People Management Responsibilities

• Assists in planning, coordinating, and conducting continuing education programs and special in-service training sessions relevant to the needs of department personnel.
• Staff the department with capable people.
• Ensures that employees are adequately oriented and trained to perform their duties.
• Reviews employee performance annually and makes recommendations for pay increases, promotions or performance improvement plans as deemed appropriate.
• Counsels/disciplines personnel as necessary up to and including termination of employment.
• Establishes and maintains effective two-way communication to understand employees' needs and concerns.
• Effectively manages employees' personal information
• Devotes adequate time and attention to personal development and training, particularly in the management of people resources.

Administrative Responsibilities

• Maintains an organized work environment and ensures filing is completed in a timely manner.
• Coordinates work of departments with work of other departments.
• Attends and participates in general staff meetings, departmental head meetings, and other meetings as required and sits on required committees.
• Assists in developing and updating departmental procedures and policies.

Education

• Associate's degree in business related field or equivalent experience. Vocational education or prior on the job training in business operations is acceptable.

Experience

• Previous experience in business office operations preferred.

Physical Demands

• Primarily sedentary in nature with lifting about 10 pounds with occasional lifting of small objects; sitting, standing, walking, talking, hearing, and fingering.
• Must be able to multi-task and handle interruptions; accordingly, communication is conducted in person, over the phone and electronically with staff, residents, families, etc.

Travel

• Minimal

Working Conditions

• Primarily inside with well-lighted and well-ventilated areas

Principal Contacts

• Facility Administrator, Other facility Department Heads, center staff, residents, and families.

General Requirements

Must be able to execute the terms and conditions set forth in the Edenbrook Employee Handbook, including, but not limited to:

• Works in a safety-conscious manner which ensures that safe work practices are used in order not to pose a risk to self or others in the workplace. Reports any safety violations or hazards to supervisor.
• Complies with company policies and procedures and local, state, and federal regulations.
• Adheres to a Drug-Free Workplace
• Interacts in a tactful, diplomatic, and humanistic manner with patients, families, visitors, and co-workers to provide a safe, efficient, and therapeutically effective caring environment which ensures the self-respect, personal dignity, rights and physical safety of each patient and facility guest.
• Maintains a dependable attendance record and adheres to standards of cleanliness, grooming, hygiene, and dress code.
• Takes positive action to ensure equal opportunity in the conduct of all business activities without regard to race, color, religion, sex/gender, age, national origin, disability, citizenship, veteran status, or any other legally protected category.