Business Office Manager

Business Office Manager

Durham-Hensley Health and Rehabilitation, Inc. - Chuckey, TN 37641

Position Type Full Time Job Shift Day

Position Overview

Ensure timely and accurate record keeping of all facility transactions related to generating a monthly statement to the facility's financial performance. Such transactions include, but are not limited to, facility purchases (accounts payable), payroll, billing (accounts receivable) and Resident trust activity. Promptly and appropriately adhere to Medicare and/or Medicaid rules and regulations with a facility-oriented approach to allowable and most beneficial billing procedures. Acts as a facility advocate in collecting and documenting all accounts.

Principal Duties and Responsibilities

Assure Resident safety at all times. Willing to address each Resident by his/her preferred name as well as learn and abide by Residents' Rights, rules and regulations. Commitment to work well with other staff, avoiding petty conflicts that disrupt a productive work environment. Does not participate in office gossip and rumors. Accept change in a positive and productive manner. Tactful and assertive capacity to work with public, particularly where collections are involved. Reviews and interprets monthly financial statements. Issue monthly turnaround document for state charges (currently not applicable in Kentucky). Establish and collect Resident's personal liability upon admission. Act as a liaison between Resident/responsible party and Department of Human Services case-worker to qualify Resident for Medicaid. Mail Resident's statements. Prepare Medicaid adjustment forms when needed. Maintain confidentiality of all activities, persons and records. Prepare additions, modifications and deletions to Resident Master File and necessary attachments in Accounts Receivable System. Primarily responsible for collecting past due accounts receivable balances strictly adhering to the guidelines outlined in the applicable policy and procedures. Business Office Manager must collect billings. Responsible for receipts register. Maintain current copy of, is familiar with, and adheres to Medicare and Medicaid Provider Service and Reimbursement Manuals at all times. All updates to be processed within five (5) working days of receiving. Prepare department manager approved invoices for accounts payable processing. Act as a liaison between facility and vendors, pertaining to payment inquiries and phone calls. Responsible for accurate recording of entries to Resident Trust Fund accounts and reconciles Resident balances to control sheet. Prepares ancillary logs, reconciles vendor invoices to the logs and submits to Consultant's Office for billing. Make bank deposits on the same day as cash is received. Identify and report any questionable financial activities occurring within facility to the Executive Director. Maintain a record of census each day and the processing of a monthly summary. Handle Residents' personal bills for those who have no responsible party/POA and who are unable to handle their own financial affairs. Custodian for petty cash. Regular attendance, interaction with employees, and provide important and valuable service for the facility's Residents is an integral requirement for this position to accomplish the work. In order to accomplish this, it is imperative for the person filling this position to be present and accessible to staff, Residents and Residents' family members during normal business hours, and as needed for emergencies, unless a business related matter require the employee to be off the premises. Responsible for checking postage meter each week and ordering as needed. Encourage Residents and Resident's families to utilize the facility's Patient Trust Account service. Resident preferences are followed when providing care and service. Maintain Resident privacy, values and right for decision making. Immediately notify supervisor and Executive Director for any injury, illness, or if develop a condition, that might impact the aptitude to perform job functions.

Ancillary Duties and Responsibilities

Perform duties in compliance with established policies and procedures. Note changes in Resident's condition and report immediately to charge nurse or Director of Nursing. Responsible for issuing purchase order numbers and maintaining logs for all departments and maintaining vendor list. Establish annual objectives by achieving at least two (2) objectives related to job in a twelve-month period and setting personal goals for self-fulfillment. Receptive to constructive feedback from co-workers and supervisors. Remain alert to health safety standards by reporting expediently to his/her supervisor suspected unsafe conditions and responds according to policies and procedures during fire/disaster drills and emergencies. Consistently promotes a safe environment for Residents and employees. Maintain an adequate inventory of office supplies. Responsible for cost comparison, ordering and issuing of same. Secondary responsibility for answering the telephone jointly with the Human Resources Clerk and Clinical Records Clerk. These three positions must communicate with each other to ensure the telephone is covered and answered within three (3) rings using appropriate telephone etiquette. Screen all calls in accordance with facility policy and security and report any unusual activity or possible abuse calls to the Executive Director. Know the duties and tasks of Human Resources Clerk and can comfortably and accurately perform them. Establish and maintain positive rapport with administration, interdepartmental personnel, volunteers, Residents, visitors and outside agency representatives. Attend in-service training or seminars as related to job. Ensure that facility telephone, postage and fax logs are properly maintained and are submitted to Consultant's Office. Accepts additional assignments within scope of training, education or experience that may be assigned from time to time by the Executive Director.

Resident Rights

Maintain the confidentiality of all Resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information. Ensure that the Resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times. Review Resident complaints and grievances and make written reports of action taken. Discuss such actions with Resident and family as appropriate. Safety and Sanitation Ensure that you and all facility personnel, Residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc. Ensure that the building and grounds are maintained in a clean, safe, and sanitary manner as well as in good working order by reporting all concerns to the Executive Director. Ensure that you and all facility personnel follow established regulations governing the use of labels and SDSs for hazardous chemicals. Ensure that facility procedure manuals identify safety precautions and equipment to use when performing tasks that could cause bodily injury or exposure to a hazardous chemical or infectious waste. Ensure that you and all facility personnel follow established ergonomics policies and procedures to prevent self-injury. Ensure that you and all facility personnel performing tasks that involve potential exposure to blood, body fluids, or hazardous chemicals are appropriately trained prior to performing such tasks.

Working Environment

All statements addressed in the "Working Hours," "Environment" and "Physical/Sensory Demands" sections below are applicable to all jobs maintained by the employer.

Working Hours: The employee will Be employed on a full-time basis. May be subject to change after employment. Work unusual hours as necessary and as required. Be expected and required to adhere to policies and procedures regarding attendance.

Environment: The employee will Work in a well-lighted, heated or air-conditioned, ventilated area, unless otherwise noted. Be subject to frequent interruptions. At times be subjected to falls, cuts, bruises, caustic substances, infectious diseases and odors. At times be subjected to hostile and emotionally upset family members and Residents. Be expected to work cooperatively with others. Be expected to handle multiple tasks effectively and organize work efficiently. Be expected to show courtesy to co-workers, Residents, families and others with whom contact is made while on the job. Be expected to maintain a professional attitude and good relations with co-workers. Be economical and careful with use of supplies and equipment. Adhere to established policies and procedures including safety regulations to ensure that quality Resident care is maintained at all times.

Physical/Sensory Demands: The employee must Often walk for long periods or long distances within the building, or sit, stand and walk intermittently. Frequently carry up to 50 pounds and move up to 75 pounds. Occasionally squat, bend/stoop, push/pull, climb, reach above shoulder level, crouch, kneel, balance, carry and move up to 75 pounds. Perform repetitive hand and foot action with or without reasonable accommodation. Communicate information and ideas orally and in writing, and in a manner that others will understand. Listen to and understand information and ideas presented through spoken words and sentences. Read and understand information and ideas presented in writing. Respond to and assist with emergency procedures, including evacuation of Residents from the building. Hear, with or without the aid of mechanical devices, adequately enough to respond to soft, verbal communications and instructions and answering of telephone. Read and see, with or without the aid of mechanical devices, and respond to and/or interpret written material or instructions. Be free of all communicable diseases and agree to testing of same, under which federal and/or state regulations would prevent you from working at this facility.

Risk Classification All employees performing within this job classification are at high risk of exposure to blood/body fluids or potentially infectious waste when performing certain tasks within the job requirements.