Business Office Manager

The Business Office Coordinator processes and produces the work necessary for efficient office operations and functions while interacting with the visiting public as well as the residents and staff of the community. Responsibilities also include interfacing with the Executive Director and Department Managers to effectively manage Account Receivables and help identify financial areas which may need attention; identify and implement procedures which will enhance the fiscal operations of the community. The Business Office Manager will also be responsible for Human Resource functions for the facility. Processes all documents/information related to, recruitment, hiring, credentials and employment/employee recordkeeping. HR related functions including, but not limited to: Regulatory compliance, recruitment/hiring, work assignments, performance appraisals, promotions, status changes, payroll management, employee recognition, disciplinary actions, licensure tracking, new staff orientation, ongoing education, and training.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Prepares and monitors monthly private pay billing and collection processes utilizing established policies, procedures and tracking systems.

• Interacts with residents and families on resolving billing issues.

• Assists Admissions department in completing required paperwork and outlines billing policies upon admission to facility.

• Manages Resident trust fund.

• Verifies and updates daily facility census and distributes accordingly.

• Receives daily private pay and Medicaid collections and posts payments to accounts. Sends to corporate office for deposit as necessary.

• Responsible for all Medicaid billing, forms, applications and renewals.

• Prepares and transmits all required Medicaid tracking forms to the State.

• Compiles appropriate information for refunds and bad debt write-offs.

• Completes Medicare Part B funding verifications for Therapy department prior to patients being seen.

• Monitors the processing of accounts payable.

• Assists with month end accounts receivable close process.

• Types, assembles, copies, files and processes data required in an accurate and timely manner.

• Organizes and maintains file system and files correspondence and other records.

• Attends meetings and in-services as required.

• Participates in MOD rotation as well as all-hands dining.

• Provides coverage for the receptionist during lunch and breaks.

• Supervises the Receptionists.

• Administration of the on-going activities that includes recruiting, hiring, orientation, training, employee education, performance management, employee relations, organizational cultural

• Structure/work environment, employee recognition and any other items encompassed within Human Resources functions and activities.

• Manage Payroll System, Reporting, and time management. Complete Payroll Cycle.

• Utilizes strategic coordination skills to formulate HR objectives and enforces practices and policies to meet organizational needs and opportunities. Guides and leads HR related initiatives.

• Other duties as assigned by Executive Director and/or Corporate Management.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• High school diploma or general education degree (GED) required.

• Associates degree in Accounting or equivalent work experience.

• Minimum 2 years of related experience and/or training; or equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Language Ability:

o Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals.

o Ability to write routine reports and correspondence.

o Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

o Ability to read and write using English language.

o Must demonstrate excellent telephone communication skills.

• Mathematical Skills:

o Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.

o Ability to perform these operations using units of American money and weight measurement, volume and distance.

• Cognitive Demands:

o Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. .

o Ability to deal with problems involving a few concrete variables in standardized situations.

• Computer Skills:

o Internet software; Excel Spreadsheet software and Word Processing software.

o Demonstrates general office skills such as use of copy machine.

• Competencies:

o Must demonstrate a warm, outgoing personality and behavior.

o Must demonstrate an interest in working with a senior population.

o Interacts with guests, residents and staff in a courteous and friendly manner.

o Responds promptly to resident and visitor needs. Responds to requests for service and assistance.

o Completes administrative tasks correctly and on time.