Business Office Manager

Business Office Manager

Mattapan Health & Rehabilitation Center and West Roxbury Health & Rehabilitation Center are seeking a dependable, detail-oriented, and compassionate Business Office Manager to support the financial and administrative operations of both skilled nursing and rehabilitation communities.

This is an opportunity for an experienced business office professional who understands that behind every account is a resident and a family who deserve clear communication, thoughtful guidance, and responsive service. In this role, you'll help oversee the financial processes that support the resident experience—from admissions and insurance verification to billing, collections, Medicaid applications, resident accounts, and month-end financial reporting. You'll support Mattapan Health & Rehabilitation Center, an 85-bed skilled nursing and rehabilitation community, and West Roxbury Health & Rehabilitation Center, a 76-bed skilled nursing and rehabilitation community. Both communities provide Short-Term Rehabilitation and Long-Term Care, with West Roxbury also offering specialized support through hospice and respite care.

As Business Office Manager, you'll serve as an important connection between residents, families, facility leadership, and Elderwood's Revenue Cycle team. You'll help ensure that billing and collection processes are accurate, timely, and compliant while also providing residents and responsible parties with the information and support they need to navigate the financial side of care.

Your day-to-day responsibilities will span accounts receivable, private pay billing, Medicare and Medicaid reimbursement, insurance verification, resident accounts, census reconciliation, collections, month-end close, and financial reporting. You'll also assist families with the Medicaid application process, helping them understand required documentation and navigate eligibility requirements while communicating with county representatives and other third-party partners. This role combines financial accountability with meaningful human interaction. Whether you're welcoming a new resident and family, helping a responsible party understand coverage, following up on an outstanding account, or ensuring the facility's financial records are accurate, your work directly contributes to a well-run community and a positive experience for residents and their families.

The Business Office Manager is more than a financial administrator. You'll be a trusted resource for residents and responsible parties during what can often be an unfamiliar and complicated process.

You'll have the opportunity to:

• Guide families through the financial side of care, including private pay, Medicare, Medicaid, insurance coverage, and resident account procedures.
• Strengthen financial operations by maintaining accurate billing, collections, account reconciliation, deposits, census records, and month-end processes.
• Support Medicaid eligibility and applications, helping families gather documentation and navigate requirements while communicating with county Medicaid offices.
• Partner with facility leadership and Revenue Cycle Management to identify outstanding receivables, address account concerns, and support the financial health of the community.
• Lead and support business office staff, providing guidance, training, organization, and best-practice support.
• Maintain the highest standards of confidentiality and compliance, particularly when handling sensitive resident financial and personal information.

Benefits & Perks

• Tuition Reimbursement Programs
• 401(k) with Employer Matching
• Generous Paid Time Off & Holiday Package
• Excellent Medical, Dental & Vision Benefits
• Employee Referral Program
• And more!

Bring Your Expertise to a Role That Makes a Difference

The best Business Office professionals know that their work is about more than numbers and accounts. It's about helping residents and families navigate important decisions with clarity, compassion, and confidence.

At Elderwood, you'll have the opportunity to bring your financial and administrative expertise to an environment where accuracy matters, relationships matter, and the work you do behind the scenes directly supports the people we care for every day.

Be the person families can count on. If you're an experienced business office professional who takes pride in accuracy, accountability, problem-solving, and helping others, we'd love to hear from you.

Join the Business Office team supporting Mattapan Health & Rehabilitation Center and West Roxbury Health & Rehabilitation Center and grow your career with Elderwood.

Responsibilities

• Handles establishment, transactions, record-keeping, and preparation of quarterly reports to be sent to all residents.
• Performs bank reconciliation to resident accounts.
• Initiates billing for residents paying for care with private funds including Medicaid Pending and Resources.
• Reconciles census, prior period adjustments, bank deposits at month end, and completes the month end close cycle for AR and Accounting for the facility.
• Completes monthly claim submission for third party payers and follows up throughout the AR submission and claim cycle to make sure that all claims are paid accurately and timely.
• Assists responsible parties with submission of Medicaid applications to the appropriate county. Gathers appropriate documentation and directs responsible party/family members on what is required for the application. Communicates with county caseworkers on status of applications and provides additional information as needed. Detailed knowledge of requirements for Medicaid eligibility is necessary to provide this service.
• Notifies resident and/or responsible party of Medicare and Insurance coverage or non-coverage for resident.
• Verifies insurance coverage; assists in response to requests from third party payers and Medicare for additional information and ensures responses are timely and reviewed with the facility PPS expert.
• Receives payments and applied income for resident services and forward to Posting Clerk.
• Reconciles and prepares dietary deposits received from Employee Dining Room, vending machines, guest meals, activities staff and special events and forward to the Posting Clerk.
• Obtains Medicare A and B or other third-party billing information for reimbursement.
• Obtains Medicaid billing information for reimbursement.
• Initiates and reports to Administrator collection activities for receivables; processes bad debt write-offs as approved by Administrator and forwards to the Director of Accounts Receivable.
• Greets new resident and/or responsible party; provides information about billing payments and safeguarding of funds and Resident Account procedures or authorizations as necessary; answers inquiries about rate increases regarding services.
• Completes admission paperwork/agreement and ensures all resident admission agreements are completed fully, including both a resident and spouse/responsible party signature.
• Enters applicable resident information changes in the computer/software.
• Ensures prompt responses to all requests from responsible party or resident regarding financial records; prepares rebates of account balances upon discharge or expiration and forwards to the Director of Accounts Receivable.
• Notifies County Medicaid Offices of any applied income changes for residents.
• Receives and refers to appropriate staff, information concerning Medicaid eligibility of residents including monthly Medicaid rosters.
• Reconciles monthly census resident days with total number of days billed for the month for room and care.
• Reconciles accounts at end of month, posts transactions to proper accounts.
• Verifies ancillary charges and forward to the Posting Clerk if applicable.
• Reviews and processes monthly pharmacy bill; balances the invoice report and enters charges. Enters oxygen and private room differential charges into the system.
• Monitors the aging analysis for outstanding accounts.
• Prepares timely entries of collection efforts in Credit Management system to ensure reports are useful collection tools.
• Oversees deposits and assist with cash posting as needed.
• Processes check requisitions and oversees transactions for facility petty cash funds.
• Processes and maintains records of gift certificates issued in the name(s) of residents.
• Prepares and submits aging reports and Monthly Report Statistical Summary forms to the Administrator and Director of Accounts Receivable. Completes the month end process.
• Prepares year-end documents for financial audit.
• Direct Supervision and oversight of Business Office Clerk and/or receptionist positions. (if applicable).
• Provides support and guidance to new or existing Business office staff under the direction of the SR. Director of Revenue Cycle Management. This support and guidance include but is not limited to, organizing and processes, best practice guidance, directing shadow sessions to provide additional training in the business office coordinator position.
• Attends Staff Meeting as required or preferred in-service trainings.
• Generates and develops ideas, which improve the quality of care for residents or increase job productivity and satisfaction.
• Utilizes electronic timekeeping system as directed.
• Arrives to work on time, regularly, and works as scheduled.
• Recognizes and follows the dress code of the facility including wearing name tag at all times.
• Follows policy and procedure regarding all electronic devices, computers, tablets, etc.
• Supports and abides by Elderwood's Mission, Vision, and Values.
• Abides by Elderwood's businesses code of conduct, compliance and HIPAA policies.