Business Office Specialist II

JOB SUMMARY: The Business Office Specialist II coordinates and assists the Executive Director and Business Office Manager (BOM) in maintaining the paper flow of clerical functions in the office and completes all administrative duties to support both the Bereavement and Volunteer Programs.

Qualifications

REQUIRED EDUCATION & EXPERIENCE:

Must possess at least one (1) year of experience in health care data entry (two (2) years preferred)

Must possess at least one (1) year of previous health care related billing experience

Must have a high school diploma or equivalent, two (2) years college preferred

Pursuing career opportunities in Social Work, Bereavement, and/or Volunteer Coordinator role strongly preferred

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

Must possess strong interpersonal and communication skills

Must be able to type 50 words per minute

Must possess word processing skills

Must possess personal computer skills

Must possess business machine knowledge

Must be familiar with Medical terminology

OTHER REQUIREMENTS:

Must possess the willingness to maintain comprehensive working knowledge regarding information systems and applicable software programs

Must be flexible in work hours

ESSENTIAL JOB FUNCTIONS:

Provide administrative duties to support Bereavement and Volunteer Programs

Assist BOM in handling all correspondence and word processing for hospice organization

Assist BOM in maintaining minutes of meetings

Maintain administrative and clerical files and file clinical notes

Assist BOM in making sure all doctor's order forms and related forms are current and in compliance with Medicare and Medicaid regulations; update all current forms in separate patient files

Assist BOM in keeping all manuals up to date

Assist BOM in sending doctor's orders to physicians when received from nurses for his/her signature; keep current log of what is sent to make sure it is returned with signature

Purchase and keep postage on hand

Assist BOM in closing out patient's clinical record when discharged

Assist BOM in accurately entering patient billing data, including visit charges and supply charges, into the information system

Assist BOM in accurately processing and billing Medicare, Medicaid, private payer and patient claims in accordance with payer requirements and organization policy

Assist in the preparation of monthly billing and accounts receivable reports; alert appropriate management team members regarding late or missing documents for billing

Assist BOM in the preparation of Medicare, Medicaid, private payer and patient remittances for data entry

Assist with the collection of receivables by monitoring accounts receivable, resubmitting bills to overdue accounts and alerting the billing manager of seriously overdue accounts

Establish and maintain positive working relationships with patients, payers, and other customers; always maintain confidentiality of patient and organization information

Maintain adequate inventory of medical supplies/items needed to provide appropriate patient care; notify the supervisor when inventory needs to be restocked

Answer telephone lines promptly and efficiently; respond to message content appropriately, as instructed by the director; record telephone calls onto Call Log

Assist BOM in accurately preparing and submitting employee and payroll data, including timesheet information, as per the payroll process, submit to Executive Director for approval

Assist BOM in preparing employee payroll including withholding calculations accurately and in accordance with applicable federal and state regulations

Work with BOM in maintaining employee files

Accurately process invoices and check requests including auditing for accuracy, proper authorization and completeness of supporting documentation

Alert appropriate management team members regarding late or missing documents required for payroll or accounts payable

Assist BOM in processing and printing accounts payable and payroll checks and submits them to the Executive Director for review and approval

Assist in the preparation of payroll and accounts payable reports

Act in the place of the BOM when needed

Other duties as assigned

WORK ENVIRONMENT:

Must comply with company policies, procedures and processes in addition to Hospice and Homecare rules and regulations

Must be dependable and flexible in work schedule

Must comply with harassment and discrimination policies

Must foster good working relationships

May be required to have a valid drivers license, personal transportation and automobile insurance, depending on location

Must be willing to submit to a criminal background check prior to hire and periodically thereafter

PHYSICAL ENVIRONMENT:

Must be able to read and follow instructions as required

Must be able to see and hear with/without accommodations

Requires consistent wrist movement

Must be able to sit for prolonged periods

Must be able to bend, stoop, kneel, climb

Must be able to lift up to 20 lbs. without assistance and up to 50 lbs. with assistance

Must be willing to participate in a drug/alcohol screen prior to hire, if involved in a work-related automobile accident or if reasonable suspicion is reported