Business Office Coordinator - Cardiovascular Surgical Institute of NW Florida

OVERVIEW: The Business Office Manager is responsible for managing and supervising daily activities of the business office including accounts receivable, accounts payable, patient registration, medical records, payroll, scheduling, personnel administration, cash management, materials management, and financial reporting. This includes but not limited to ensuring accurate financials for top performance, training, developing, and managing the right people (employed staff), seeking opportunities within the company to mentor and train, and maintain excellent surgeon practice relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Supports the philosophy, goals, and objectives of the Organization, and adheres to all established policies and procedures.
• Manages all business office activities to ensure high-quality financial records that are free of any material misstatement or omission.
• • Coordinates on-time preparation of all month-end reports, including review for completeness and accuracy prior to submission.
  • Reviews preliminary financial statements with Administrator and external accountant for overall completeness and accuracy, and to resolve any open discrepancies or variances.
  • Assists with interpretation of case costing reports from Practice Management system, and helps Administrator resolve and investigate any variances or excess costs.
  • With the Administrator, reviews preliminary budget prepared by the Management Company, and makes appropriate recommendations based on known business trends.
• Supervises all business office staff and maintains coordination with the CBO
• • Conducts oversight of over the counter cash management and bank deposits.
  • Monitors productivity of department operations: timely handling of scheduling requests, accuracy of registration information intake and authorization, notations specific to over the counter collections.
  • Daily and weekly reporting of center collections and case volume
  • Weekly review of key metrics with Administrator
  • Collections/AR oversight to ensure CBO is actively billing and collecting appropriately.
  • Reviews AR over 90 days with CBO monthly.
  • Center Liaison between CBO and Center to ensure CBO is receiving all necessary communication and documentation to successfully bill and mange collections
  • Work with CBO at end of month to ensure they have all necessary information to complete month end closing on time.
  • Conducts oversight of petty cash, accounting for incidental expenses and by whom.
  • Ensure proper insurance verifications and authorizations are completed prior to date of service.
• Supervises Materials Manager to ensure Accounts Payable processes are completed in accordance with Facility policies and procedures.
• • Ensures timely payment of utilities and other critical services to prevent interruption of services due to nonpayment.
  • Monitors accounts payable to take advantage of discounts when appropriate to the Facility’s financial activity.
  • Periodically audits purchasing, receiving, and invoice records for completeness and accuracy.
  • Recommends revisions in accounts payable policies and procedures to maintain compliance with correct and legal procedures.
• Supervise activities of medical records department to ensure policies and procedures are followed.
• • Assure that all required documentation and signatures are in each medical record prior to permanent filing.
  • Maintains the medical records policies and procedures to comply with current local, state, and federal requirements as well as regulatory and accrediting agencies.
  • Assure confidentiality of medical records and oversee requests for release of medical records.

• Establishes surgeon practice relationships with Office Managers, Schedulers, and MA’s.
• • Provides education prior to center launch on scheduling activities, out of network and any additional pertinent information that will make the center the best option for scheduling cases to promote a successful launch.
  • Builds and maintains relationships by ongoing communication and education as needed.

• Assists administrator with organizing and maintaining payroll and employee benefit records as needed.
• Maintains and promotes professional competence through continuing education and other learning experiences. Seeks opportunities within the wider company to train and mentor new Business Office Managers.
• Contributes to the progress and development of the approved Quality Management and Compliance Program.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• Assesses staffing needs, and recruits, interviews and hires staff using methods such as web-based posting or attendance at job fairs.

• Oversees activities of the Business Office and materials management (overseen by Administrator in dual responsibility).

• Plans and organizes workload and staff assignments and makes daily schedules for proper manpower utilization for the Business Office.

• Directs staff and reviews work for completeness, accuracy, and conformance with policies and procedures.

• Reviews Business Office policy & procedures periodically, reflecting current practice standards are represented.

• Conducts annual performance appraisals of staff member in timely manner.

• Manages, motivates, and develops staff (including hiring, firing, performance management, professional development, training, and recognition duties).

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

EDUCATION, EXPERIENCE, and TRAINING:

• 1 to 3 years of medical billing experience, required.
• Four-year college degree in business-related discipline, preferred; or high school diploma or GED with equivalent years of relevant experience, required.
• 1 to 3 years supervisory experience preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

• BLS

COMPUTER SKILLS:

• Experience with HST, or similar Practice Management software, preferred.
• Experience with Envi, or similar Inventory Management software, preferred.
• Experience with Bill.com, or similar Accounts Payable software, preferred.

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must regularly lift and/or move up to 50 pounds.
• While performing the duties of this job, the employee is regularly required to stand, walk, and sit.
• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms.
• While performing the duties of this job, the employee is regularly required to talk and hear.
• While performing the duties of this job, the employee is regularly required to climb or balance and stoop, kneel, crouch, or crawl.

VISION REQUIREMENTS

• There are no special vision requirements.

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• This position works in an environment with moderate noise level. (Examples: business office with computers and printers, light traffic.)

Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

401k, Dental Insurance, Life Insurance, Medical Insurance, Vision