Business Office Assistant

Business Office Assistant

Status: Full Time

Location: Avamere Three Fountains: 835 Crater Lake Ave, Medford Oregon

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Job Summary

The primary purpose of your job position is to assist with the day-to-day accounting functions of the facility in accordance with current acceptable accounting practices, accounts receivable and cost reimbursement principles relating to nursing or assisted living facility operations, and as may be directed by the Business Office Manager, Administrator, Executive Director, or Regional Revenue Cycle Manager.

Essential Duties and Job Responsibilities

• Accounts Receivable

1. Manage the business office systems in accordance with Avamere policies and procedures including completion of daily, weekly, and monthly tasks and non- negotiables.
2. Perform routine billing process by ensuring billing is set up, billed, and collected timely and accurately.
3. Ensure payer tree accuracy for all new admissions and payer changes as well as insurance verification upon admission payer changes and year end.
4. Identify, research and correct billing discrepancies timely and communicate with the BOM, administrator and regional support to solve problems and collect on difficult accounts.
5. Applies knowledge of skilled nursing insurance billing including but not limited to Medicare, Medicaid, private insurance, HMOs, and co-insurances.
6. Stays current with facility contracts along with industry changes, covered charges, and billing practices.
7. Communicates with residents and/or responsible parties regarding bills and financial obligations per collection policy.
8. Generates private pay statement monthly and follows up on outstanding balances.
9. Communicates to Medicaid workers when there are issues with billing for Medicaid accounts.
10. Participated in monthly A/R review and completes necessary reports as required.
11. Assist in completing the month end close within designated timeframe by utilizing the month end daily task form and month end check list. Expectations for the month end process include bad debt logs, refund tracking log, adjustment log, triple check, etc.

• Maintains accurate and up to date records of business office functions including accounts receivable (A/R), accounts payable (A/P), admissions and census numbers, resident insurance information and financial files, bank deposits, petty cash, and resident trust accounts.
• Engage as part of the facility team by actively contributing to problem solving, decision making, center and company-wide initiatives and attending team meetings such as stand up, triple check, utilization review (UR) quality assurance performance improvement (QAPI), AR, and other meetings as requested.
• Provides prompt, professional, and courteous customer service to residents, family members, vendors, and outside representatives.
• Review resident trust accounts, follow Avamere policy and procedures as well as state regulations, and month end reconciliation.
• Assist in implementing the day-to-day functions of the accounting department.
• Prepare monthly accrual logs of open invoices and reclasses as directed. Assist in preparing expense reports, petty cash reconciliation, etc.
• Accounts payable (if required by facility)

1. Process and verify payment of invoices on a timely basis including verifying purchase orders and invoices match.
2. Verify invoices received for quantity, unit price, extensions, and discounts.
3. Forward invoices to appropriate department personnel for approval for payment.
4. Code invoices with an appropriate chart of account number to assure that expenses are distributed to the correct expense account and vendors.
5. Communicate with suppliers/vendors concerning errors or questions on invoices.

• Perform functions of computer/data processor efficiently and adequately.

1. Maintain and secure usernames and passwords.
2. Stay up to date on all programs and software that are utilized by Avamere.

• Ensure that resident admission contracts are signed and appropriately scanned into EMT per BOM admission checklist.
• Report known or suspected incidents of fraud, waste and or abuse to the Administrator.

Requirements

Requirements and Qualifications

• 1 year or more of medical billing experience required, SNF preferred, including Medicare, Medicaid, HMOs.
• Must have, as a minimum, two (2) years’ experience in bookkeeping or accounting practices.
• Must possess, as a minimum, a high-school diploma or its equivalent.
• Proficient in Microsoft word, excel, email, teams.
• Must be knowledgeable of computers, data entry/retrieval, output, etc.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• Must be able to type 45 words per minute and use a 10-key calculator.
• Must be able to complete tasks and meet deadlines with the potential for multiple interruptions throughout the workday.
• Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies, and procedures, etc., that are necessary for providing sound accounting techniques.
• Must be able to understand and conduct written and oral instructions.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing accounting practices.
• Must possess the ability to examine and verify financial documents and reports.
• Must be able to prepare financial and other records in a systematic, neat, and legible manner.

Benefits

At Avamere, we believe in taking care of our employees. We offer a comprehensive benefits package that includes:

• Health Insurance: Comprehensive medical, dental, and vision plans. Low individual and family deductible.
• 401 (k) Plan: After 90 days of employment, with matching program.
• Paid Time Off (PTO): Accrue up to 4 weeks PTO per year, 6 holidays and accrued sick leave.
• EAP Canopy with unlimited telehealth mental health visits.
• Continuing Education and Higher Education Reimbursement.
• Generous employee referral bonus program.
• Flexible Spending Accounts & CERA: Medical FSA, Dependent Care FSA and CERA (Commuter Expense Reimbursement Account).
• Professional Development: Opportunities for growth and development within the company.
• Voluntary Benefits: Life insurance, disability coverage, supplemental hospital, accident and critical illness coverage, Legal Services, Pet Insurance, discount programs and more.

Avamere is an Equal Opportunity Employer and participates in E-Verify.