Business Office Manager

Company:

Compassus

Position Summary

The Business Office Manager 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 Manager is accountable for the 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

• Using the EMR, assigns appropriate workflow tasks, trains new users, troubleshoots when users experience difficulty with the system, and has final responsibility for ensuring that necessary entries are made and reporting is done on a timely basis.

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

• Assists with documentation and coordination of contributions and memorials with the Hospice Foundation.

• Pulls billing batches at least once a month.

• Ensures that Area leadership has signed off on invoices before sending them to Accounts Payable and that invoices are sent on a timely basis to take advantage of discounts and avoid late charges.

• 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.

• Ensures that new team members complete all necessary onboarding processes, including managing the workflow processes for orientation, Payroll, personnel file, University of Hospice, Cerner, photo for identification badge, and other training as needed.

• Creates and maintains confidential records, such as the Program's personnel files, Candidate Information Sheets, and Employment Applications.

• Follows Records Retention policy for processing terminated personnel files.

• Tracks and ensures the updating of team member's professional licenses, automobile insurance, in-service training, contract renewals, and physician licenses through a personnel file audit policy.

• Processes payroll according to organization procedures.

• Serves as a communications liaison between team members and candidates/applicants and the Human Resources and Payroll staff to facilitate recruiting, onboarding, payroll, HRIS, benefits, etc.

• Initiates personnel requisition, provides application and background release forms to a recruiter, and communicates candidate status to the hiring manager.

• Monitors and reports on quality indicators.

• Maintains documentation, gathers data, and generates reports related to Performance Improvement Projects.

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

• Assists the program in constant preparedness for regulatory review.

• Directs other office team members for office processes.

• Handles general maintenance of the facility.

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

• Maintains inventory records on program equipment.

• Assists with equipment tracking.

• Records and maintains minutes of staff meetings.

• 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: Strong organizational and time management skills. 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. Must be able to work a flexible schedule to include nights and weekends. Must be able to travel. Ability to understand, read, write, and speak English. Articulates and embraces integrated healthcare at home philosophy.

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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