Business Office Manager

Job Details

Ensure timely and accurate record keeping of all facility transactions related to generating a monthly statement to the facility’s financial performance. Such transactions include, but are not limited to, facility purchases (accounts payable), payroll, billing (accounts receivable) and Resident trust activity. Promptly and appropriately adhere to Medicare and/or Medicaid rules and regulations with a facility-oriented approach to allowable and most beneficial billing procedures.

Acts as a facility advocate in collecting and documenting all accounts.

Principal Duties and Responsibilities

• Assure Resident safety at all times.
• Willing to address each Resident by his/her preferred name as well as learn and abide by Residents’ Rights, rules and regulations.
• Commitment to work well with other staff, avoiding petty conflicts that disrupt a productive work environment. Does not participate in office gossip and rumors.
• Accept change in a positive and productive manner.
• Tactful and assertive capacity to work with public, particularly where collections are involved.
• Reviews and interprets monthly financial statements.
• Issue monthly turnaround document for state charges (currently not applicable in Kentucky).
• Establish and collect Resident’s personal liability upon admission.
• Act as a liaison between Resident/responsible party and Department of Human Services case-worker to qualify Resident for Medicaid.
• Mail Resident’s statements.
• Prepare Medicaid adjustment forms when needed.
• Maintain confidentiality of all activities, persons and records.
• Prepare additions, modifications and deletions to Resident Master File and necessary attachments in Accounts Receivable System.
• Primarily responsible for collecting past due accounts receivable balances strictly adhering to the guidelines outlined in the applicable policy and procedures. Business Office Manager must collect billings.
• Responsible for receipts register.
• Maintain current copy of, is familiar with, and adheres to Medicare and Medicaid Provider Service and Reimbursement Manuals at all times. All updates to be processed within five (5) working days of receiving.
• Prepare department manager approved invoices for accounts payable processing.
• Act as a liaison between facility and vendors, pertaining to payment inquiries and phone calls.
• Responsible for accurate recording of entries to Resident Trust Fund accounts and reconciles Resident balances to control sheet.
• Prepares ancillary logs, reconciles vendor invoices to the logs and submits to Consultant’s Office for billing.
• Make bank deposits on the same day as cash is received.
• Identify and report any questionable financial activities occurring within facility to the Executive Director.
• Maintain a record of census each day and the processing of a monthly summary.
• Handle Residents’ personal bills for those who have no responsible party/POA and who are unable to handle their own financial affairs.
• Custodian for petty cash.
• Regular attendance, interaction with employees, and provide important and valuable service for the facility’s Residents is an integral requirement for this position to accomplish the work. In order to accomplish this, it is imperative for the person filling this position to be present and accessible to staff, Residents and Residents’ family members during normal business hours, and as needed for emergencies, unless a business related matter require the employee to be off the premises.
• Responsible for checking postage meter each week and ordering as needed.
• Encourage Residents and Resident’s families to utilize the facility’s Patient Trust Account service.
• Resident preferences are followed when providing care and service.
• Maintain Resident privacy, values and right for decision making.
• Immediately notify supervisor and Executive Director for any injury, illness, or if develop a condition, that might impact the aptitude to perform job functions.

Ancillary Duties and Responsibilities

• Perform duties in compliance with established policies and procedures.
• Note changes in Resident’s condition and report immediately to charge nurse or Director of Nursing.
• Responsible for issuing purchase order numbers and maintaining logs…