Business Office Manager

Business Office Manager

Under the direction of the Executive Director, supervises, coordinates, and performs

business office functions in accordance with sound accounting practices including, but

not limited to admission financial review, accounts receivable, accounts payable, payroll,

and resident trust funds. As required, able to work overtime evenings and/or weekends to

meet departmental deadlines.

Essential Duties

1. Contributes to Facility quality assessment and improvement initiatives.

2. Responsibilities in Accounts Receivable include:

a. Reduces and maintains A/R at pre-determined reasonable goal.

b. Monitors / processes Medicaid Pending applications.

c. Collects account receivables with emphasis on the 60 plus accounts.

d. Completes and mails resident statements monthly..

e. Prepares and participates in Facility aging reviews monthly or as needed.

f. Gathers various reporting and reviews for completeness prior to month

end close.

g. Verifies completion of various Medical Records, additional requests or

appeals by various third parties such as Medicare, Medicaid, Insurance

Companies.

h. Participates in residents’ admission process.

i. Meets with Executive Director communicating progress towards

departmental goals and areas of concern.

3. Responsible for Ensuring Daily Census Reconciles to Nursing Midnight Census

Daily:

4. Handles Cash Receipts Including:

a. Preparing daily remittances and depositing them in the bank.

b. Processing payments in appropriate A/R or Trust Fund system.

c. Reviewing and signing off on verification reports for accuracy and

balancing to deposit receipt and source document.

5. Manages Resident Trust Fund Accounts.

6. Maintains residents’ non-medical file, develops system to verify filing is current

and up-to-date:

7. May oversee the Accounts Payable function, which includes:

a. Processing invoices for payment according to the guidelines outlined in

the Purchasing / Accounts Payable section of the Business Office Manual.

b. Ensuring payment for properly authorized purchases.

c. Documenting receipt of goods / services.

d. Reconciling payments to vendor statements to verify payments are made

in accordance to the vendor’s terms.

e. Managing Facility petty cash fund.

f. Verifying that all invoices are submitted timely.

8. May oversee the Payroll function, which includes:

a. Completing Employee Information Set-Up and Change Form as changes

and terminations occur. Monitors timely delivery to Payroll Department.

b. Completing and balancing the Bi-Weekly Payroll Transmittal.

c. Ensuring accuracy and timeliness of Daily Labor Hours Report.

d. Ensuring accuracy of Weekly Overtime Report.

e. Assisting with quarterly, annual reporting as needed.

9. Supervision of Business Office Staff (if applicable).

Standard Requirements

1. Supports the Mission, Values and Vision of the Facility.

2. Is knowledgeable of resident rights and supports an atmosphere which allows for

the privacy, dignity and well-being of all residents in a safe, secure environment.

3. Supports, cooperates with, and implements specific procedures and programs for:

OSHA and safety, including universal precautions and safe work practices,

established fire/safety/disaster plans, risk management, and security, report and/or

correct unsafe working conditions, equipment repair and maintenance needs.

4. Adheres to:

a. Confidentiality of all data, including resident, employee and operations

data.

b. HIPAA regulations

c. Quality Assurance requirements and compliance with regulatory

requirements.

d. Compliance with current law and policy to provide a work environment

free from sexual harassment and illegal and discriminatory behavior.

e. Code of Conduct and Compliance Programs when performing work

functions.

5. Supports and participates in common teamwork:

a. Cooperates and works together with all co-workers; plans and completes

job duties with minimal supervisory direction, including appropriate

judgment.

b. Uses tactful, appropriate communications in sensitive and emotional

situations.

c. Follows up as appropriate with supervisor, co-workers or residents

regarding reported complaints, problems and concerns.

d. Promotes positive public relations with residents, family members and

guests.

e. Completes requirements for in-service training, acceptable attendance,

uniform and dress codes including personal hygiene, and other work

duties as assigned.

f. Participates as assigned in the orientation of new staff and demonstrates a

positive, helpful, and enthusiastic attitude.

6. Immediately reports incidents of alleged resident abuse or neglect or alleged

violations of residents’ rights to Supervisor or Executive Director.

7. Maintains current practice standards or changes by participating in educational

opportunities provided by the Facility and outside resources.

Other Duties

Perform tasks which are supportive in nature to the essential functions of the job, but

which may be altered or redesigned depending upon individual circumstances. Performs

other work duties as assigned.

Qualifications

Education/Training: High School Diploma or equivalent required. Associates Degree

in Accounting or related field experience to position preferred.

A.D.A ((Americans with Disabilities Act)(as amended)) REQUIREMENTS: Must be

able to bend, stoop, push, pull, and walk and stand for most of the working day. Requires

manual dexterity sufficient to operate standard office machines such as fax, telephone,

etc. Requires normal range of hearing and vision. Must be free from communicable

diseases that pose a "direct threat" to the health or safety of others and which cannot be

eliminated by a reasonable accommodation. Must be able to lift a minimum of 30

pounds, and be able to carry and transport supplies. Must be able to pass a post-offer, preemployment

physical health examination as a condition of employment. Must be capable

of performing the essential functions of the job, with or without reasonable

accommodation(s).

Skill(s): Must possess proficient reading, writing, grammar, and mathematics skills;

proficient interpersonal relations and communication skills; decision-making skills, basic

computer skills; and be able to operate various medical and/or office equipment. Must

demonstrate knowledge of safety techniques. Must be able to communicate in English,

both verbally and in writing, and possess sufficient communication skills to perform the

tasks required.

Experience: Maintain current knowledge of laws and procedures that affect third party

coverage criteria and billing practices for Medicaid and/or Medicare, Insurances, and VA

Contract resident/recipient, basic accounting procedures, and computerized office system

operation. Microsoft Office experience preferred.