Business Office Manager

Job Description

Job Description

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

The Business Office Manager supports and supervises all Business Office functions within the facility 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. 

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).

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.

General Requirements

• Must be able to execute the terms and conditions set forth in the Eden 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.