Business Office Manager

Position Title:
Business Office ManagerNS1

Department:
Administration

Revised Dates:
03/24

FLSA Status:
Non-Exempt

Established Date:
10/19

EEO Category:
Service Workers

Directly Reports To:
Administrator

Employment Status:
Full-time/Part-Time


Job Overview Summary:

Direct the overall administrative activities and billing activities in accordance with current applicable Federal, State, and local standards, guidelines and regulations, and as directed by the Administrator, to assure that proper administrative procedures are always maintained.

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.


Functions:

Administrative Functions

• Assist in planning, developing, organizing, implementing, evaluating, and directing of the administrative office policies and procedures
• Assure that all office personnel follow established policies and procedures
• Interpret the facility's policies and procedures to personnel, residents, family members, visitors, etc., as directed by the Executive Director
• Represent the facility at and participate in meetings as required by the Executive Director
• Ensure administrative functions are carried out promptly for an efficient operation
• Delegate administrative authority, responsibility and accountability to other responsible persons
• Make written and oral reports/recommendations to the Executive Director concerning administrative procedures
• Process administrative accounts payables invoices and vendor related inquires
• Assure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained to perform required duties
• Perform other tasks as assigned

Payroll Functions

• Review UKG on a daily basis. Review data views, missing punches, overages, unapproved pending punches
• Act as a liaison between employees and corporate payroll
• Prepare all new hire paperwork and payroll change forms for terms and status changes, LOAs
• Email all new hire paperwork and status changes once completed to Corporate Payroll timely
• Direct employees to register and log into Paychex and UKG directly to view their pay stubs and employee information for accuracy
• Enroll new hires in the UKG system and train on how to use the system
• Enter and maintain pick up shift Bonuses/Holiday Bonuses/ Labor Distribution between facilities, and sign-on, employee referral and retention bonus tracking
• Follow up on any corrections still not addressed from prior pay period (historical corrections)
• Review timecards in UKG and determine if any employees are missing or if any employee has missing days/ hours worked (this should/could also be completed after each individual work week)
• In conjunction with the Administrator, audit the Pre-Payroll Register for accuracy, ensure all employees are accounted for, paid properly and all time off has been processed
• Be available to staff members to distribute pay stubs/ live checks and answer any questions they may have regarding their pay check
• Provide employees with Benefit Enrollment instructions and information
• Help facilitate Benefits Open Enrollment
• Help facilitate distribution of W2 and 1095c forms annually

Billing and Billing Related Functions

• Manages daily census changes (admissions, discharges, payer changes, room changes etc)
• Deposits checks daily into depository account and process credit cards as requested
• Manages resident trust funds and maintains confidential files, ensures compliance with all state and federal regulations
• Ensure timely billing of resident liability by maintaining the correct liability in PCC
• Manage outstanding Accounts Receivable by reviewing AR aging weekly to identify potential refunds, adjustments or rebilling and communicate with the appropriate biller
• Document all collections efforts in PCC
• Recommends accounts for outside collection Attorney
• Managed Medicaid pending applications timely including coordinating referral to Medicaid Eligibility Specialist or activity working the Medicaid application
• Manage annual redeterminations for Medicaid enrollments
• Meets with, or ensures that another staff member meets with, all residents/responsible party upon admission and throughout the stay to explain financial obligations and paperwork
• Audits new admission files to ensure completeness and accuracy
• Meets with, or ensures that another staff member meets with, all residents/responsible party upon discharge to explain any remaining financial obligations
• Communicates accounts at risk to the Administrator, prepares for and attends weekly A/R review meetings, documents collection Activities
• Attend monthly triple check to ensure Medicare A, Medicare B and Managed Care claims are accurate prior to biller submitting claims
• Attend weekly Medicare meeting and weekly MMQ meeting
• Supervises, organizes, evaluates, and monitors business office operations and staff, including Business Office Assistant and receptionists (if reporting to Business Office Manager) Perform other tasks as assigned;

Qualifications:

A minimum of a high school education or high school equivalency diploma. (Required). Prior experience in the long-term care environment, specifically billing regulations (Preferred).

Knowledge and Skills:

• Customer Service Oriented
• Detail oriented
• Ability to use a computer
• Demonstrates organizational and critical thinking skills
• Strong interpersonal skills
• Ability to work independently, problem solve and make decisions as necessary
• Ability to create a resident-centered environment
• Knowledge of policies and procedures and state and federal regulations

Required Responsibilities:

Successful demonstration of work standards, quality work product, productivity, and job knowledge are standard expectations for all company employees.

Core Competencies:

• Caring/Compassion
• Accountability
• Dependability
• Adaptability/Flexibility
• Effective Communication
• Confidentiality
• Team Player
• Dedication

Acknowledgement:

I understand this job description and its requirements. I understand that this is not an exclusive list of the job functions and that I am expected to complete all duties as assigned. I understand the job functions may be altered by management without notice. I understand that this job description in no way constitutes an employment agreement and that I am an at-will employee. I certify that I am able to perform the essential functions and physical demands of this position as contained herein, with or without reasonable accommodations.
PHYSICAL DEMANDS

Show the amount of time spent on-the-job in the following physical activities by checking the appropriate boxes below.

Amount of Time


None
Occasionally up to 1/3
Frequently 1/3 to 2/3
Constantly 2/3 or more

Stand:
X

Walk:
X

Sit:
X

Talk or hear:
X

Finger, handle or feel:
X

Push/Pull:
X

Stoop, kneel, crouch or crawl:
X

Reach with hands and arms:
X

Taste or smell:
X

This job has special vision requirements. Check all that apply.

üClose Vision (clear vision at 20 inches or less)

ü Distance Vision (clear vision at 20 feet or more)

üColor Vision (ability to identify and distinguish colors)

üPeripheral Vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)

üDepth Perception (three-dimensional vision; ability to judge distances and spatial relationships)

This job requires that force be exerted by weight being lifted, carried, pushed, or pulled. Show how much and how often by checking the appropriate boxes below.

Amount of Time


None
Occasionally up to 1/3
Frequently 1/3 to 2/3
Constantly 2/3 or more

Up to 10 pounds:
X

Up to 20 pounds:
X

Up to 50 pounds:
X

Up to 100 pounds:
X

> 100 pounds:
X

This job has special hearing requirements. Check all that apply.

üAbility to hear alarms on equipment

üAbility to hear client call

üAbility to hear instructions from physician/department staff

Specific demands not listed:

WORK ENVIRONMENT

This job requires exposure to the following environmental conditions. Show the amount of time by checking the appropriate boxes below.

Amount of Time


None
up to 1/3
1/3 to 1/2
2/3 and more

Blood, body fluids, or tissues
X

Latex
X

Fumes or airborne particles
X

Toxic or caustic chemicals
X

Outdoor weather conditions
X

Extreme cold or heat (non-weather)
X

Wet, humid conditions (non-weather)
X

Risk of electrical shock
X

Work near moving mechanical parts
X

Risk of radiation
X

Vibration
X

Loud Noise
X

Other:

Other: