BOM-Business Office Manager

Job Description

Job Description

Summary of the job description:

Job Classification: Business Office Manager

Must have minimum one year experience in account receivable and payable.

Preferably, experienced in auxiliary grant applications and renewals.

Purpose: Assist the Administrator in areas of resident admissions, accounts receivable, team member services (including hiring, orientation, training), and overall regulatory compliance of the community.

Requirements: Minimum 1 year experience in managing assisted living businesses office. Understanding of public and private rent collections and communications with all parties.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; talk; or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop; kneel; or crouch The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.

Preferred qualification: Direct Care/Certified Nurse Aide and Resident Medication Aide certifications.

General Duties

• Ensure that all resident rights are upheld by all staff members and appropriate action is taken for any violation of resident rights.

• Maintain confidentiality regarding each resident and their protected health information.

• Make sure that proper documentation and record keeping is performed in accordance with assigned job duties.

• Help perform functions as representative payee for those residents in need of such services for Social Security benefits under the direction of the Administrator.

• Perform pre-admission interviews with a perspective resident, guardian, family member(s), and/or responsible party to determine appropriateness for placement in coordination with Resident Care Coordinator and Administrator.

• Serve as a reference for visitors, family members, vendors, and other outside entities.

• Maintain proper records of all resident funds and account for all documented resident expenses.

• Maintain records and notify appropriate parties of all accidents/incidents.

• Cooperate with and serve as a liaison to all local, regional, and state agencies concerned with licensure and monitoring of Assisted Living.

• Other duties as delegated by the Administrator, Regional Director of Operations, or Chief Operations Officer.

• Assess and obtain outside support for residents from others in the community when necessary, including, but not limited to, medical attention, psychiatric services, and rehabilitative programs.

• Assist with on-call duties in rotation with other departmental managers.

Team Member Services

• Assist with reviewing applications, scheduling interviews, and on-boarding new hires.

• Assist new hires with completing required screenings and new hire paperwork.

• Ensure Administrator reviews all backgrounds obtained during new hire process.

• Ensure new staff members have access to all administrative training, payroll, and resident care applications required for their jobs.

• Familiarizing all staff with policies and procedures including, but not limited to, accidents/incidents, fire safety, and emergency procedures.

• Assuring that all staff are aware of the Resident’s Bill of Rights and they are able to provide for these rights in their job roles.

• Ensure staff are assigned badges, keys, and any necessary equipment for their job.

• Assist the Administrator with 30, 60, 90 day and annual performance reviews.

• Assist the Administrator, business office manager, or other department manager with publishing schedules. Also processing requests for Time Off and Paid Time Off.

• Keeping on-going staff training files and ensuring annual education and certification requirements are maintained.

Resident Admissions and Accounts

• Assisting with lead generation, marketing, and referral intake.

• Scheduling and conducting referrals assessments in coordination with the Administrator and/or the Resident Care Coordinator.

• Completing income and insurance reviews/verification of potential residents.

• Notifying home office of admissions, transfers, and discharges and update the census report.

• Assisting the Resident Care Coordinator with census tracking and reporting to home office.

• Assist Administrator with Social Security documentation, Auxiliary Grant (AG) applications, and AG Renewals.

• Assist home office staff with accounts receivable process and room and board accounts.

• Ensure all banking needs, including deposits are handled timely. 

• Ensure all resident accounting documentation is complete and accurate and that all trust transactions have appropriate signatures.

• Assist the Administrator as directed with any account audits.