SL- Business Office Manager

Summary of Duties

Administer daily, monthly, quarterly and annual Business Office functions for the facility using independent judgment and discretion. Provide residents and sponsors with information regarding accounts, giving satisfactory explanation of resident charges and/or account status. Maintain all resident financial files. Handle private pay collection efforts. Supervise Receptionists and direct front desk operations.

Essential Job Functions

1. Determine residents’ level of care and payment source and communicate such to Central Billing Office (CBO), family/sponsors, and appropriate management staff.
2. Gather information and submit paperwork to Medicaid for eligibility determination. Forward all information to CBO.
3. Maintain Medicaid resource amounts from Medicaid award letters in computer billing system. Forward information to CBO.
4. Process admissions/discharges on all Medicaid residents into the LTC (State System), completing required forms upon admission/readmission.
5. Collect, record and document information regarding all activity occurring on an account; including posting/processing of ancillary charges, resident charges and late charges in resident accounting system.
6. Reconcile daily resident census, update computer billing systems and forward information to required parties.
7. Maintain all resident files to ensure that required documentation is filed properly. Purge paid out resident files to maintain adequate filing space and an accurate filing system.
8. Collect payments, or if necessary, make financial arrangements at time of discharge on resident due amount according to established policy. Forward all information on deposits etc. to CBO for proper posting.
9. Work with Admissions Coordinator in the admission of residents from a financial perspective including insurance verification and certification.
10. Determine whether an account is potentially uncollectible and forward information to CBO for submission to collection agency.
11. Use analytical and problem-solving abilities to handle any questions or complaints from residents or sponsors. Refer difficult issues to CBO.
12. Review and correct billing for ancillary services to ensure facility is billed for Part A residents only. Provide accurate insurance information for billing.
13. Upload ancillary tracking data to billing for month end purposes.
14. Gather information and complete all paperwork for Veteran’s Affairs Office.
15. Submit paperwork to Social Security on residents that sponsors fail to pay resource amount to ensure payment is received on account monthly. Report to DHR/Ombudsman for misappropriation of funds.
16. Submit monthly 25% audit of Medicaid residents to Long Term Care Division of Medicaid for the State of Alabama.
17. Conduct monthly audit with CBO to ensure 100% accuracy in registration/billing/collection process.
18. Maintain a system for completion of outpatient therapy logs. Collect and enter information for all residents into the system for billing.
19. Serve as a gate keeper for pre-certification and Medicare caps.
20. Coordinate efforts with residents/sponsors in enrollment in a drug plan as needed. Communicate with pharmacy vendor to ensure correct billing on drugs.
21. Administer petty cash fund.
22. Administer resident trust fund.
23. Interview and select front desk personnel.
24. Schedule front desk personnel work hours, work assignments and monitor absenteeism of personnel.
25. Conduct departmental performance evaluations and in-services.
26. Counsel/discipline front desk personnel as necessary; forward all documentation to Human Resources.
27. Perform other duties and responsibilities as directed, including any special projects.

Education and Experience

Bachelor’s degree in Accounting or Business Administration preferred. Minimum of three (3) years experience performing business office functions in a healthcare setting required. One year of supervisory experience preferred.

Physical Requirements for Essential Job Functions

1. Must be able to walk, sit, and stand intermittently throughout the workday.
2. Must be able to reach, bend, and/or stoop intermittently throughout the work day.
3. Must be able to work with hands and fingers throughout the workday.
4. Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.