BUSINESS OFFICE MANAGER

The Business Office Manager at Miller Healthcare is responsible for overseeing the financial and administrative operations of the facility. This role includes managing billing, collections, payroll, and accounts payable/receivable, as well as ensuring compliance with all relevant regulations and policies. In addition, the Business Office Manager is responsible for supervising office staff, managing their schedules, and ensuring the efficient operation of the office. This position plays a critical role in maintaining the financial health of the facility and supports the overall business functions to ensure efficient and effective operations. Demonstrates flexibility with assignments within professional scope/duties/licensure.

Essential Duties

• Financial Management: Oversee the day-to-day financial operations, including billing, collections, and management of accounts receivable.
• Coordinates submission of PBJ to CMS and other time-sensitive reporting to HFS or IDPH as required.
• Budgeting and Reporting: Assist in the development of the facility’s budget and prepare financial reports, including monthly, quarterly, and annual financial statements.
• Compliance: Ensure compliance with all federal, state, and local regulations, as well as organizational policies, particularly in relation to financial practices and record-keeping.
• Staff Supervision: Supervise and support business office staff, including hiring, training, and conducting performance evaluations. Ensure that office staff adhere to office protocols and procedures.
• Resident Billing: Manage resident billing processes, including admissions paperwork, insurance verification, and resolving billing inquiries from residents and families.
• Prepare patient estimates, pre-pay invoices, and perform time of service collections.
• Assists with Public Aid applications and recertification.
• Audits cash receipts and bank and lockbox deposits.
• Consistently maintains the assigned private pay (self-pay) accounts receivable> 120 days at 15% or less.
• Assists with annual preparation of the Medicare bad debt logs, cost report files, and other financial reports.
• Accounts Receivable: Monitor and manage accounts receivable, including following up on overdue accounts and working with residents or families to resolve billing issues.
• Vendor Management: Maintain relationships with vendors, manage contracts, and ensure timely payments.
• Financial Audits: Prepare for and participate in financial audits, ensuring all necessary documentation is accurate and readily available.
• Adhere to all applicable federal, state, and local regulations, including those related to infection control, safety, abuse, neglect, and resident privacy (HIPAA).
• Regularly complete all assigned training modules and courses within the Learning Management System (LMS) to stay up to date on required skills, policies, and industry standards.

Non-essential Duties

• Assist with general administrative tasks as needed, including answering phones, filing, and managing office supplies.
• Participate in management meetings and contribute to discussions regarding the facility’s financial strategies and operations."

• Clinical background and current competence in a Center of Excellence clinical program preferred.
• Seven years experience in business development, strategic planning, managing clinical operations, and/or physician practice management.
• Knowledge of industry and regulatory program policies, procedures, and laws.
• Ability to collect and analyze complex data, evaluates information and systems, and arrives at effective business decisions.

Required Licensure/Education

MBA, MHA or Master's Degree in another relevant field or equivalent education and experience.

Employee Health Requirements

Exposure/Sensory Requirements:

• Exposure to:
• Chemicals: N/A
• Video Display Terminals: Average
• Blood and Body Fluids: None
• TB or Airborne Pathogens: None.

Activity/Lifting Requirements: Sensory requirements (speech, vision, smell, hearing, touch):

• Speech: Training/presentations, telephone communication, facilitating meetings.
• Vision: Read computer screens and printouts, memos, communications, documentation, and literature.
• Smell: Sensitivity and recognition of odors derived from various cleaning processes, odors generated from malfunctioning equipment.
• Hearing: Telephone communications, meetings, and equipment operating characteristics.
• Touch: .Writing and computer entry, filing.

Average Hours per Week: 40

Shift: Days

Percentage of time during the normal workday the employee is required to:

• Sit: 55%
• Twist: 0%
• Stand: 20%
• Crawl: 0%
• Walk: 20%
• Kneel: 0%
• Lift: 0%
• Drive: 5%
• Squat: 0%
• Climb: 0%
• Bend: 0%
• Reach above shoulders: 0%

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Occasionally
• Up to 20 lbs: Not Required
• Up to 35 lbs: Not Required
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100 lbs: Not Required

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.): None

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 240
• Twist: 0
• Stand: 20
• Crawl: 0
• Walk: 10
• Kneel: 0
• Lift: 0
• Drive: 5
• Squat: 0
• Climb: 0
• Bend: 0

Reach above shoulders: 0 Repetitive use of hands (Frequency indicated): Simple grasp up to 10 lbs. Pushing &pulling Normal weight: Fine Manipulation: Computer keyboard and mouse. Repetitive use of foot or feet in operating machine control: None Environmental Factors & Special Hazards: Environmental Factors (Time Spent): Inside hours: 8 Outside hours : 0 Temperature: Normal Range Lighting: Average Noise levels: Average Humidity: Normal Range Atmosphere: Special Hazards: Protective Clothing Required: None"