Business Office Coordinator

Position Summary

The Business Office Coordinator is responsible for modeling the Compassus values of Compassion, Integrity, Excellence, Teamwork, and Innovation and for promoting the Compassus philosophy, using the 6 Pillars of Success as the foundation. S/he is responsible for upholding the Code of Ethical Conduct and for promoting positive working relationships within the company, among all departments, and all external stakeholders. The Business Office Coordinator is accountable for the planning, coordination, and management of the business office as well as related operational activities of the program in accordance with hospice policy and procedure, including but not limited to, billing for reimbursement, payroll, and administrative quality improvement.

Position Specific Responsibilities

• Facilitates communications between departments and team members in order to ensure the appropriate functional subject matter expert is part of problem-solving and solutions.

• Provides back office assistance with training.

• Aligns clinical team with appropriate training, such as Homecare Homebase, the Online Learning Hub (Modules) on Promise Point, or the Homework's Manuals on iConnect for Cerner.

• Troubleshoots when users experience difficulty with the application.

• Assists in maintaining updated financial records, including accounts payable, deposits, donations, etc.

• Assists with documentation and coordination of donations and memorials per Compassus policy.

• Pulls and audits prebilling batches at least once a week.

• Submits invoices to Docuphase (Accounts Payable) and ensures invoices are sent on a timely basis to take advantage of discounts and avoid late charges.

• Submits claims to Hospice Area Executive of Operations (ACO) and assures that the ACO has signed off on claims before sending them to the appropriate accounts payable regional mailbox; sends claims a minimum of once per week.

• Serves as liaison with long-term care facilities' billing departments.

• Maintains records and ensures accuracy of billing for pharmacy, medical supplies, etc., as directed.

• Orders office supplies, forms, collateral materials, logo wear, and medical supplies and equipment as directed.

• Enters and maintains confidential information in Workday.

• Ensures that new team members complete all necessary discipline-specific onboarding processes and orientation.

• Follows Records Retention policy for financial, clinical, personnel, and vendor/contract.

• Tracks, updates, and aids in compliance with colleague professional licenses, in-service training, contract renewals, and physician licenses within the HRIS.

• Processes payroll according to company procedures.

• Serves as HR Business Partner and liaisons between team members and candidates/applicants and the Human Resources and Payroll departments for onboarding, payroll, HRIS, benefits, etc.

• Maintains necessary information in Workday for contractors who don't have self-service system ability to maintain their own (e.g., Medical Directors, Nurse Practitioners).

• Monitors and maintains a master calendar of program-specific activities required by regulatory agencies.

• Assists the program in constant preparedness for regulatory review including CHAPS and State Surveyors.

• Maintains and serves as a resource for troubleshooting on all office equipment.

• Maintains inventory records on program equipment.

• May act as the environmental officer for the Emergency Preparedness Plan.

• May record and maintain minutes of staff meetings, in-service, and attendance.

• Performs other duties as assigned.

Education and/or Experience

• High school diploma or GED required.

• Associate or Bachelor's degree preferred.

• Experience in insurance and Medicare/Medicaid billing and reimbursement preferred.

• Experience in office management helpful.

Skills

• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage.

• Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from leaders, team members, investors, and external parties. Strong written and verbal communications.

• Other Skills and Abilities: Ability to understand, read, write, and speak English. Articulates and embraces integrated healthcare at home philosophy. Experience in EMR or working in a Practice Management System. Demonstrated leadership skills with the ability to move into a people manager position in a relatively short period of time, if needed. Ability to handle stressful situations. Ability to multi-task in a fast-paced environment. Ability to work well with others. Approachable and an effective communicator. Strong initiative and ability to work in a self-directed environment. Strong organizational and interpersonal skills. Ability to work a flexible schedule, to include some evenings and weekends. Ability to document as required by regulations. Ability to maintain confidentiality of information, such as patient, colleague, and company files. Must have reliable transportation. Travel may be required based on locations and program.

Physical Demands and Work Environment: The demands of this role necessitate a team member to effectively perform essential functions. Adaptations can be made to accommodate team members with disabilities. Regular standing, walking, and manual dexterity are fundamental, along with the ability to lift and move objects up to 25 pounds. Visual acuity requirements include close and distance vision, color and peripheral vision, depth perception, and the ability to adjust focus. This description provides a general overview and may vary by role and department, capturing the nuanced demands and conditions inherent to positions in our organization.

At Compassus, including all Compassus affiliates, diversity, equity, and inclusion are fundamental to our Pillars of Success. We are committed to creating a fair work environment where our team members feel welcomed, highly valued, and respected. As an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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