Business Office Manager

Job Description

Job Description

Vista Senior Living Management is a dedicated organization focused on creating exceptional living environments for seniors. Specializing in Assisted Living, Memory Care, and Independent Living, Vista is committed to delivering personalized care, meaningful engagement, and 24-hour support for residents. With 16 communities across multiple states, Vista Senior Living strives to provide an outstanding care experience rooted in compassion, dignity, and a genuine commitment to the well-being of every resident. Our communities are designed to foster connection, independence, and a high quality of life where seniors can truly thrive.

Position: Business Office Manager

As the Business Office Manager, you will enact the overall Business Office activities as directed by the Administrator, to ensure the proper administrative procedures are maintained (following current applicable federal, state, and local standards, guidelines, and regulations).

The ideal candidate will have previous BOM experience or 3-5 years of experience in private pay billing and Medicaid waiver billing, accounts receivable, collections, payroll and HR expertise, as well as a strong team player, able to communicate in a firm and professional manner and be driven to succeed.

Business Office Functions:

• Maintains basic knowledge of computer software and internet applications.
• Maintain resident and business office files.
• Assists in answering resident billing issues. Also maintains the ancillary charge worksheet weekly.
• Ensures that move-in deposits and rents are deposited promptly.
• Sends monthly delinquent notices and follows collection guidelines.
• Process resident lease renewal letters.
• Ensures that accounts payable procedures are processed timely & accurately.
• Ensures that all proprietary, financial, and resident information is kept confidential.
• Monitors and records petty cash disbursements and reconcile to replenish.
• Respect and maintain confidentiality of the office, its records and restricted information.

Daily Business Office Tasks:

• Run Action Summary in PCC to capture any admissions/discharges/and any other changes. Save Summary in Month End Folder under Bus office after highlighting/and signing off on.
• Update running Rent Roll to reflect any changes.
• New Admissions- work with Admission Director, to ensure the contract is signed and correct rate is entered; complete each AR tab in PCC.
• New MCO Admission-ensure there is a copy of the authorization from Managed Medicaid; enter all authorization information in PCC. Upload a copy of the authorization in PCC with a beginning and end date noted in AR Bill set up.
• Clear AR Dashboard.
• Clear voicemails and return all phone calls. Document in PCC customer service calls and follow-up action to be taken.
• Deposit any amount received over $500. Update your Cash Tracker, located in Business Office Folder on shared point, with the PCC Batch you are entering, and save copies of the deposit labeled per Eden policy.

Routine Business Office Tasks:

• Review Aging report, track payments not received. Private payments not received by the 5th of the month require an initial collection call; document call and information gathered in PCC. Inform LNHA immediately of all late payments.
• Meet weekly for review of unpaid balances and missing authorizations. Develop plan for collection of balances. Balances not paid within 30 days must be reported to the Regional Director of AL Operations and Director of Revenue.
• Meet monthly to confirm the correct Level of Care charges and any changes to POA contact information. This can be completed utilizing the rent roll and resident profile information in PCC.
• Review Managed Medicaid authorizations expiring in the next 30 days; collaborate to obtain a new authorization.
• Ensure a verification sheet, signed by LNHA is maintained in the trust petty cash box. Ensure the cash reconciles with the amount indicated in PCC. In addition, keep trust balanced in PCC throughout the month.

Month End Tasks:

• Work with the AR Team to prepare community for close.
• Complete the Managed Medicaid Billing; follow up to make sure all claims are paid. Billing occurs on the 1st business day of the month.
• Prepare and mail private pay statements between the 24-27th of each month. Verify statements are sent to correct POA, family member or directly to the resident.

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