Business Office Manager

Skilled Nursing Facility -

As the Financial Coordinator, you will make certain our residents receive the highest level of customer satisfaction by balancing resident accounts, assisting with Medicaid applications, submitting redeterminations, trust fund cash distribution, and collections. Our residents and families will depend on your knowledge, skills, and attention to detail to ensure their needs are being met, and that they feel comfortable and safe. The primary purpose of this position is to manage all accounts receivables for the facility and ensure that the financial system is accurate, efficient and in accordance with state and federal regulations. Working collaboratively with the Administrator, Facility Management Team and Aperion Care’s Support Services, you will ensure that the financial processes at the facility level are consistent with company policies and procedures.

QUALIFICATIONS :

1. Must possess a high school education or GED equivalent.

2. Must have experience as a supervisor or coordinator in a hospital, nursing facility, or a similar

type of health care facility, or equivalent experience or training.

3. Must have experience in providing, coordinating, and managing resident receivables, admissions, resident funds, and / or similar health-related services.

JOB REQUIREMENTS :

1. Must possess the ability to make independent decisions when circumstances warrant.

2. Must possess the ability to deal tactfully with other health care institutions, social service agencies, staff, residents, family members, visitors, government agencies and their representatives, outside health care professionals, vendors, and the public.

3. Must be a minimum of twenty-one (21) years of age.

4. Must possess strong leadership and supervisory skills, have patience, a cheerful disposition and enthusiasm, as well as the willingness and ability to handle difficult representatives of other health care institutions and government and other agencies, as well as challenging residents, family members and legal representatives.

RESPONSIBILITIES / DUTIES :

General Duties

A. Support the facility’s philosophy and strive to achieve its goals and objectives.

B. Use and maintain equipment, supplies, and storage areas according to established procedures.

C. Report to the Administrator immediately any actual or suspected financial incident or irregularity.

D. Maintain accurate and orderly written and electronic records.

E. Ensure that all job duties are carried out in accordance with applicable laws, regulations, policies, and directives.

F. Explain and interpret policies and procedures for employees, residents, and others.

G. Maintain and ensure the confidentiality of all resident care and financial information.

H. Assure that all residents are treated fairly, with kindness, dignity, and respect.

I. Immediately report to the Administrator any grievance or complaint made by a resident, family member or other person.

J. Perform other related duties as directed by the Administrator.

Admissions Duties

A. Ensure all residents that are approved for admission to the facility are properly admitted into the computer system and all documents are uploaded to resident file.

B. Ensure that primary and secondary payers have been checked and communicated to appropriate persons prior to each admission. Upload insurance information to resident file.

C. Conduct tours of the facility for prospective residents, their family members and others as needed.

D. Provide verbal presentations to newly admitted residents and families, answering any questions appropriately.

E. Promptly notify the Administrator and appropriate staff in the event of any problem with a newly admitted resident.

F. Verify Level 1 and OBRA screening (DON) has been completed on all new admissions. Order post screens as needed.

G. Complete daily census spreadsheet and roster for all activity from day before. Email report to facility staff and corporate by 9am.

H. Complete Therapy Verification Form for Rehab Department and upload to resident file.

Receivables Duties

A. Follow the collection process to ensure the timely receipt of all payments due from residents and responsible parties. Verify accurate Medicaid and Medicare information is uploaded so that bookkeeper can complete billing in a timely manner.

B. Residents and families should be notified of their financial obligations prior to or upon admission. Ensure that the financial documentation is signed, distributed, and filed.

C Verify financial resources and the ability to pay for all residents.

D. Educate and assist residents and families on complying with the requirements for Medicare and Medicaid.

E. Make monthly phone calls and send collection letters to responsible parties regarding missing payments, per the collection process guidelines. Follow-up on, document and report regularly on all efforts to collecting account receivables.

F. Submit Medicaid Applications and complete timely follow-up on all pending cases.

G. Enter admit packs into MEDI and ensure proper documentation is sent to the Medicaid caseworkers or uploaded to the ABE system.

H. Maintain monthly logs for outstanding admit packs, new admissions and Medicaid pending applications, redeterminations, and proof of income.

I. Initiate and follow-up with proper approval for involuntary discharge proceedings for residents who have accounts that remain unpaid after reasonable efforts to obtain payment have been exhausted.

J. Create deposit records for all monies received in house and ensure delivery to corporate office weekly.

K. Process all re-determinations for Medicaid in a timely manner.

L. Get doctor signatures on physician statements for short term stays (as applicable) and send to the corporate bookkeeper.

M. Maintain a good working rapport with representatives for Medicaid, Medicare, HMO’s, Social Security, and all other payors.

N. As applicable – enroll any resident who is eligible into a supplemental insurance plan.

O. Obtain custodial authorizations for Medicaid Managed Care Plans if facility is out of network with the MCO. Not needed if in network.

P. Work with the corporate case manager on obtaining skilled authorizations required for admission.

Q. Attend monthly triple check meetings. During triple check meetings, you must verify all Medicare residents by name, DOB, Medicare #, doctor, days used and days remaining, supplemental insurance coverage and hospital stay dates.

R. Attend the weekly Medicare meeting and be prepared with days remaining and financial concerns.

S. Notify the appropriate staff of any Medicaid denial letters. Email to corporate and upload to resident file.

T. Sort and distribute mail to appropriate departments daily.

U. Admit and discharge residents from Pathtracker.

Resident Funds Duties

A. Implement and monitor the facility’s established system for receiving, holding, distributing, and accounting for resident funds.

B. Ensure that resident funds are available for withdrawal by residents or their authorized representatives in accordance with established procedures.

C. Ensure that the signature of the resident or his / her legal representative is obtained whenever resident’s funds are distributed.

D. If resident funds are to be distributed for payment of goods or services, verify the goods or services have been provided and ensure authorized by the resident or legal representative.

E. Ensure that deposits and withdrawals are accurately documented in accordance with the facility’s established accounting system.

F. Ensure that reports of all transactions and balances for each resident’s funds are reviewed and signed at least quarterly and as required.

G. Submit the trust fund reconciliation report to Corporate monthly.

H. Maintain all records relating to resident funds in an orderly, professional, and secure manner.

I. Complete the processing of Social Security Rep Payee Annual Accounting letters in a timely manner.

K. Open new accounts in RFMS, enroll new admissions into direct deposit and Rep Payee all applicable new admissions. Upload signed authorization agreement to RFMS for each account.

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