What are the responsibilities and job description for the Business Office Manager position at Optalis Healthcare?
Business Office Manager
Job Description
FUNCTION: The Business Office Manager is responsible for completing daily activities related to the accounts receivable and accounts payable processes of the facility.
SUPERVISORY RESPONSIBILITIES: Facility Receptionist and/or Accounts Payable, if applicable.
QUALIFICATIONS: The minimum qualifications of the Business Office Manager position include the following:
- Strong organizational skills, including the ability to effectively multitask.
- Possesses strong interpersonal skills, including communication with supervisors, other staff and managers in the facility, vendors, and effective communication with residents and family members.
- Ability to effectively manage outcomes of this position as well as the outcomes of others in an environment of accountability.
- Effective user of technology, including personal computer and software applications in job functions. Examples include Microsoft Outlook, Email, Word, Excel, Internet, and use of billing and accounting software.
- Education or experience with accounting functions, including accounts payable, billing, accounts receivable collections, and bank reconciliations. A degree is preferred, but not required with significant relevant experience.
- Experience: Relevant long-term care or health care experience is preferred, but not required.
- Freedom from use of and effects of use of drugs and alcohol in the workplace.
- Persons who have been found guilty by a court of law of abusing, neglecting or mistreating individuals in a health care related setting are ineligible for employment in this position.
LANGUAGE SKILLS: Ability to write reports, business correspondence, and policy procedure manuals. Ability to effectively present information and respond to questions from groups of executives, managers, clients, customers, and the public.
REASONING ABILITY: Ability to define and solve problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in statistical or diagram form and deal with several abstract and concrete variables.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each key function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the key functions. Following is a summary of key support services of this position:
- Responsible for reporting to the administrator.
- Establish and maintain communication with patients, family members and others responsible for payment for patient care services.
- Ongoing interaction with facility staff, administration, vendors and government agencies.
- Daily Census - Verify the accuracy of the daily census of residents and resident payor types (Medicare, Medicaid, Private, Other) in accounting software.
- Assists with completing/submission of the Medicaid application, if applicable.
- Responsible for facility cash receipt. Make deposits daily in accordance with the policies and procedures of the facility.
- Resident Trust Accounts. Maintains accurate and complete records for accounts held in trust by the facility, in accordance with the policies and procedures of the facility.
- Accounts Payable. Maintains the facility workflows for invoice approvals and recording of invoices in the accounting software. Works with Corporate Accounts Payable Department on any vendor reconciliation issues.
- Complete and accurate adherence to closing procedures monthly in accordance with facility reporting guidelines. These would include, but are not limited to:
- Census reconciliation
- Coordination of cash reconciliation with billing team leads
- Responsible for scrubbing claims for triple check
- Billing log reconciliation and completion
- Supervise the timeliness of all input and proper coding of vendor invoices
- Completion of month end closing checklist in a timely manner.
- Completion of Resident Trust reconciliation
- Complete and generate accurate information necessary to bill residents and third-party payors on a timely basis.
- Direct involvement in accounts receivable collections process, including responsibility for pursuit of delinquent accounts.
- Participation in relevant in-service training sessions.
- Attendance and participation in relevant facility meetings.
- Always demonstrates knowledge of and respect for the rights, dignity, and individuality of each resident in all interactions.
- Demonstrates honesty and integrity at all times in the care and use of resident and facility property.
- Develop a working knowledge of all emergency and disaster procedures of the facility.
- Willingness to perform other duties as assigned, including various clerical duties as they are necessary.
- All other duties as assigned.
LEADERSHIP: Demonstrates willingness to take risks, generates new ideas for change; evaluates and recognizes priorities, select effective team members, challenges others to learn, keeps current and integrates new information, communicates and models organization values, fosters high performance, recognizes need for and provides adequate resources.
PROCESS IMPROVEMENT: Applies PI principles, tools, and techniques; assists in data collections; identifies processes for improvement in daily work; educates new staff in team process.
INTERPERSONAL SKILLS: Demonstrates active listening techniques; gains support through effective relationships; treats others with dignity and respect; seeks feedback; sets clear standards for performance; evaluates job performance and provides effective feedback; establishes systems to measure effectiveness, efficiency, and service; creates and maintains reporting mechanisms.
CONTINUING EDUCATION: Attends in-service and education programs; attends continuing education required for maintenance of professional certification or licensure.
PHYSICAL DEMANDS: The physical demands described here are representative those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to stand and walk. The employee is occasionally required to sit for long periods of time completing work on the computer; reach with hands and arms; and talk or hear. Occasional physical effort with light to medium objects. Occasional required to lift objects of 10 to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
