Business Office Manager

Position Summary

Primary business office responsibilities include accounts receivable management, patient billing, accounts payable, and Resident Trust Fund.

Essential Duties and Responsibilities

1. Establishes and maintains financial files for all residents related to admission, billing, and collection of accounts receivable

2. Completes all necessary documentation and updates applicable system data related to cash receipts, account research and adjustments, transfer of depository cash, and daily census activity

3. Coordinates, performs and documents the collection of accounts receivable and past due accounts

4. Reviews payment policies and procedures with new admissions and their responsible parties

5. Prepares billing for routine and ancillary services to state agencies, Medicare, veterans and other billing agents

6. Administers an reconciles resident trust accounts and petty cash

7. Performs month-end close procedures and prepares and submits all required reports

8. Provides supervision and assistance to business office team members

9. Conducts job responsibilities in accordance with the standards set out in the Company’s Code of Business Conduct, its policies and procedures, the Corporate Compliance Agreement, applicable federal and state laws, and applicable professional standards

Competencies

• Hosts and/or participates actively in meetings; makes meaningful contributions

• Takes charge of people/events; assumes leadership in a positive way and treats all team members with fairness and respect

• Provides clear, objective and timely feedback to employees

• Creates enthusiasm for team effort; is an effective team builder; sets a model for teamwork that encourages common goals

• Uses all available and appropriate resources, including team members

• Interacts frequently with customers; takes initiative to inquire about customer needs and opinions and effectively manages concerns

• Encourages and develops customer service skills in employees

• Able to prioritize work. Sets realistic deadlines for self and others and ensures deadlines are met; delegates as needed

• Presents ideas and information in a concise, well organized manner

• Manages as if it were his/her own business, keeps up to date with best practices and new developments. Makes informed decisions within the scope of responsibility

• Sets precise, measurable goals that are realistic, challenging and compatible with company goals; demonstrates actions to meet those goals

• Is progressive in outlook; initiates new approaches and ideas; offers creative and effective solutions

• Receptive and open to new ideas; Empowers and supports employees to make decisions

• Takes responsibility for his/her own training and development; follows up and integrates training when appropriate

• Listens; concentrates on information presented; takes action

• Observes early signs of changing conditions; responds effectively

• Ensures new employees are fully trained on all aspects of the job

• Identifies promotable employees and provides necessary training through application of leadership resources

• Ability to understand and manage budget within scope of job role

Birchwood Culture

Birchwood is a high performance, collaborative environment, propelled by our L.E.A.D. Program. The expectation for each team member is to engage as a trailblazer in our complex and dynamic organization by adding value and support to fellow team members.

Work Environment

This job operates in a post-acute setting. This role requires regular walking to various locations around the facility. This role also routinely comes into contact with patients who may have contagious illnesses. Team member is expected to adhere to facility’s no-smoking policy.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, and stooping all day. The employee must frequently lift and/or move items over 20 pounds.

Position Type and Expected Hours of Work

This is a position in a post-acute setting that is open 24 hours a day, 365 days a year. Weekend and holiday shifts will be required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

HIPAA

Team members are required to adhere to policies and procedures implementing HIPAA requirements for the privacy and security of protected health information. Team member are permitted to use and/or disclose only minimum amount of Protected Health Information necessary to complete assigned tasks. Reports all suspected violation of company’s HIPAA policies or procedures to facility CEO.

Knowledge, Skills and Abilities

1. Interpersonal skills necessary in order to provide effective leadership of subordinates maintain a variety of internal and external contacts, and work cooperatively with a variety of facilities, managers, executives, and team members

2. Analytical abilities necessary in order to evaluate delivery of care systems; respond to deficiencies by identifying and implementing appropriate corrective action; develop and administer sound department policies, procedures and budgets; and organize and oversee work of subordinates

3. Skilled in directing and motivating team members

4. Ability to maintain confidentiality

5. Ability to communicate effectively with internal and external customers at all levels of the organization

6. Proficient computer and Microsoft Application skills. Must have an ability to learn new systems

7. Ability to work with a culturally diverse resident and employee population

8. Must have positive communication skills and demonstrated adequate maturity and patience

9. Proficient with the English language. Excellent communication (verbal and written), customer service and interpersonal skills

10. Must have strong organizational skills with attention to detail, as well as strong leadership skills

11. Must be able to successfully prioritize workload, demonstrate initiative, and analyze situations to make sound decisions based on available data

12. Ability to maintain a calm demeanor under pressure

13. Self-directing with the ability to work with minimal direct supervision

Required Education/Experience

• College/University Degree in Accounting, Business or a related field

• Minimum of three (3) years’ experience in accounts receivable, collections or a similar role

Preferred Education/Experience

• Minimum of five (5) years’ experience in accounts receivable, collections or a similar role