Business Office Manager

Job Description

Job Description

Position Overview
We are seeking an experienced  Business Office Manager to oversee the financial and administrative operations of a large senior living and healthcare community.
This is NOT a traditional Office Manager position.  The ideal candidate will have a strong background in healthcare billing, collections, accounts receivable, accounts payable, reimbursement processes, and customer service. Success in this role requires exceptional organization, initiative, follow-through, and the ability to manage multiple priorities while working with residents, families, government agencies, and payer sources.
The Business Office Manager serves as a key operational leader responsible for billing accuracy, financial reporting, resident accounts, payroll support, trust accounts, and reimbursement coordination.
Key Responsibilities
Revenue Cycle & Billing Management

• Manage Accounts Receivable and Accounts Payable operations.
• Process and monitor resident billing activities.
• Handle ancillary charges including Medicare, pharmacy charges, and other applicable services.
• Work with multiple payer sources including:
• • Medicare
  • Medicaid
  • Private Pay
  • Federal and State reimbursement programs
  • Insurance carriers
• Research and resolve billing discrepancies.
• Follow up on outstanding balances, collections, payment issues, and account reconciliations.
• Ensure monthly resident statements are accurate and distributed on time.
• Review and update resident billing rates as necessary.

Financial Operations

• Coordinate and support month-end closing activities.
• Maintain financial records and ensure accurate accounting practices.
• Manage resident trust accounts and monitor transactions accurately.
• Manage promissory notes and ensure proper documentation and reporting.

Payroll Support

• Manage bi-weekly payroll processing functions.
• Serve as a backup payroll processor and maintain payroll proficiency.
• Ensure payroll records are accurate and compliant.

Customer Service & Resident Relations

• Serve as a key point of contact for residents and family members regarding billing and account-related questions.
• Maintain positive relationships through professional and responsive customer service.
• Assist residents and families in understanding financial obligations, reimbursement processes, and payment options.

Administrative Leadership

• Provide structure, leadership, and support to office staff.
• Delegate tasks effectively and manage team priorities.
• Collaborate with Finance, Administration, Clinical Leadership, and external vendors.
• Support audits, reporting requirements, and compliance initiatives.

Required Qualifications
Experience

• Experience billing Medicare and Medicaid is required.
• Experience working with healthcare billing, reimbursement, collections, accounts receivable, and payer systems.
• Minimum 2–4 years of related business office, healthcare finance, billing, or administrative experience.
• Financial software and billing software experience required.
• Experience processing financial data and maintaining financial records.

Technical Skills

• Strong Microsoft Office skills required.
• Advanced Excel proficiency preferred.
• Experience with PointClickCare (PCC) strongly preferred.
• Strong Outlook proficiency required.
• Ability to learn and navigate multiple software platforms.

Professional Skills

• Detail-oriented and highly organized.
• Strong communication and interpersonal skills.
• Self-motivated and able to work independently.
• Strong customer service and problem-solving abilities.
• Ability to manage competing priorities and deadlines.
• Ability to communicate professionally and fluently in English, both verbal and written.

Preferred Qualifications

• Bachelor's Degree preferred.
• 2+ years of healthcare business office management experience.
• Senior living, long-term care, skilled nursing, rehabilitation, or healthcare administration experience.
• PointClickCare (PCC) experience.
• Experience with Medicare, Medicaid, and long-term care reimbursement processes.