Business Office Manager

Description

JOB SUMMARY

This position requires an individual who is dependable, self-sufficient and can easily multi-task. Qualified candidate plans, organizes and implements customer service activities pertaining to nursing home facility, billing, has knowledge of general accounting/ bookkeeping practices and other financial service issues; human resources processes, and performs related work as required. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs duties and responsibilities with assigned functional area within a nursing home facility which may include, but are not limited to, any combination of the following tasks:

Resident Billing Support Functions:  

• Complete corporate required census forms daily.
• Reconcile census every morning, with information from nursing, Matrix, and morning meeting. Adjustments should be made prior to submission, based on proper verification. Adjustments for accuracy are to be made daily to ensure proper billing.
• Maintain working knowledge of Medicare, Medicare Advantage, Medicaid, MMAI, MLTSS and other special billing contracts. Utilize resources from corporate office, including contract lists, bulletins, company updates, etc.
• Assist in pre-approvals of admissions using the Referral Policy provided by corporate office, which may be updated from time to time. Ensure timely turn-around time to meet company best practice.  
• Verify financial information for all referrals in the MEDI system and MyAbility. This includes verifications for therapy Part B or “like Part B” services. 
• Assist in authorization for managed care plans in accordance with company protocols.
• Responsible for completing all financial paperwork required including Medicaid in accordance with referral policy. Refer residents to Medicaid consultant as needed and approved by resident or responsible party.
• Assist as resource to the resident/family to facilitate information flow.
• Personally review payment policies and procedures and complete financial questionnaires with new admissions and their responsible parties, coordinate appointments with Social Services when applicable for family convenience.
• Scan financial documents to ensure proper storage and recording of all financial information per scanning form provided by corporate office, which may be updated from time to time.
• Prepare billing for private pay and hospice accounts. Assist families in submitting long-term care insurance verifications.
• Set up and maintain financial files for residents: billing, admission papers, state, and Medicare reimbursement documents.
• Coordinate and collect accounts receivable and past-due accounts. Provide insight to corporate office for sound decision-making.

Banking Functions:

• Maintain Resident Trust Account and ensure timely entries for deposits and withdrawals.
• Balance Resident Trust Fund according to current company policy and regulations.
• Daily: complete receipt records, post deposits, run cash receipts batch listings, research/prepare/post adjustments for receipts received for resident billing.

HR Functions:

• Daily, complete PPD grid on facility drive to track key personnel hours, involving Administrator if issues are noted.
• Ensure that new hires are processed correctly: completing employee background checks, reference checks, check Health care workers' registry.
• Perform an annual review of registry and background checks of all employees.
• Ensure documentation and maintenance of nursing licenses, in conjunction with Director of Nursing for LPN’s and RN’s.
• Ensure On-boarding is completed and ensure employee access to software programs required by their position (Relias, Matrix, etc.).
• Coordinate weekly or as needed employee orientations for new employees with involvement from pertinent manager participation according to company policy.
• Maintain employee files and hold department managers accountable for ensuring employees are compliant with policies for employment, including timely physicals and completion of Relias modules due at orientation.
• Input and maintain payroll system, including preparation and verification of bonus logs. Ensure timely submission of payroll.
• Provide HR support to all employees’ benefits, ensuring an understanding of benefits for Full-time, part-time and PRN, including wage programs available. Follow-up at 90-day mark for all full-time employees to ensure benefit paperwork is completed timely. Coordinate insurance renewals annually in accordance as directed by the corporate HR team.
• Assist in pulling applications as needed by department managers to facilitate hiring.
• Monitor and approve vacation and sick time, involving Administrator if issues are noted.
• Conduct job responsibilities in accordance with the Company's Code of Business Conduct, appropriate professional standards, and applicable state/federal laws.

Clerical Functions:

• Assist in telephone answering, training and phone system maintenance as needed or required.
• Ensure business mail is opened and distributed in a timely manner. (Activities shall retrieve the mail daily, sorting out business mail for proper distribution.)
• Assure office supplies are well stocked and order office supplies for all departments, as needed.
• Assist in maintenance of copier and coordinate trouble calls with vendor.

Customer Service Functions:

• Greet and assist all customers as needed, including residents, families, vendors, healthcare professionals, candidates for employment, staff, and others not specifically mentioned to create a warm and friendly atmosphere.
• Assist in monitoring that proper check in materials at facility entrance are in place, ensuring copies of documents are replenished (notify others as needed).
• Involve Administrator as needed for problem resolution on any of the above items.

Requirements

EDUCATION AND EXPERIENCE REQUIREMENTS

• A High School diploma (or equivalent) 
• An Associate Degree in Accounting or Business-related field (or equivalent certification) preferred
• Two to three years of experience in accounts receivable, collections or similar are required
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities
• Experience in long-term care accounts receivable and working with Medicaid/Medicare a must
• Knowledge of fundamental accounting principles, procedures, and applications
• Must have knowledge of billing and collection practices and techniques
• Level of proficiency in Microsoft Office Excel, Microsoft Office Word and databases are required along with the ability to learn other systems
• Excellent computer skills and demonstrated secretarial experience is key
• Ability to maintain cooperative working relationships with residents, their families, vendors, community, and staff; also, ability to respond to public inquiries and complaints in a tactful, effective manner
• Knowledge of customer service techniques
• Knowledge of English usage, spelling, grammar, and punctuation
• Ability to utilize and analyze company’s accounting systems, schedules, reports, and business correspondence
• Ability to communicate clearly and concisely, orally and in writing
• Ability to exercise sound judgment within established guidelines.

Offers of employment are contingent upon a successful background check and drug screen.

Helia Healthcare, LLC is an equal opportunity employer. We celebrate diversity and are dedicated to creating an inclusive environment for all employees. We’re committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better we can serve our community.