Business Office Manager

Purpose of Your Job Position
The primary purpose of your job position is to assist in the day-to-day accounting functions of the facil- ity in accordance with current acceptable accounting and cost reimbursement principles relating to the long-term care operation, and as may be directed by the Administrator or
Accountant.

Delegation of Authority
As Business Office Manager, you are delegated the administrative authority, responsibility, and ac- countability necessary for carrying out your assigned duties.

Job Functions
Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work
is similar, related, or is an essential function of the position.



Duties and Responsibilities
Administrative Functions
•    Assist in implementing the day-to-day functions of the accounting department. Implement written policies and procedures that govern the accounting functions of the facility.
•    Handle Accounts Payable as outlined in facility policies and procedures.
•    Handle Vendor Selection and Usage as outlined in facility policies and procedures.
•    Communicate with supplier/vendors concerning errors or questions on invoices.
•    Prepare monthly totals of open invoices, accounts payable, cash disbursements, etc., as may be di- rected.
•    Handle Daily Deposits as outlined in facility policies and procedures.
•    Post payments received to appropriate patient account.
•    Verify accuracy of daily deposit ticket.
•    Maintain a file of copies of all charge slips, debits, credits, etc., issued to each patient.
•    Maintain patient trust accounting.
•    Monitor and collect accounts receivables. Report delinquent accounts to the Corporate Office and Ad- ministrator.
•    Assist in balancing accounts receivable.
•    Assist in preparing monthly financial statements as required.
•    Prepare and mail statements.
•    Make written and oral reports/recommendations concerning accounting functions.
•    Assist in reconciling bank statements as directed.
•    Assist in preparing financial and statistical reports as directed.
•    Perform functions of computer/data processor as necessary.
•    Ensure that patient admission contracts are signed and appropriately filed.
•    Preparing payroll, time sheets, time clock monitoring and maintenance etc., as directed.
•    Maintain payroll to include maintenance of employee records, processing time cards, distributing paychecks, computation of federal and state payroll taxes, miscellaneous deductions, etc., as di- rected.
•    Follow established patient fund accounting procedures. Provide each patient with a quarterly ac- counting of his/her funds managed by the facility.
•    Assist in the implementation of changes in our accounting system as necessary or directed.
•    Perform secretarial functions as necessary or directed.
 
Staff Development Functions
•    Attend and participate in workshops, seminars, etc. as directed, to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
•    Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
•    Attend and participate in annual OSHA and CDC in-service training programs for hazard communica- tion, TB management, and blood borne pathogens standard.

Safety and Sanitation Functions
•    Follow established safety regulations, to include fire protection/prevention, smoking regulations, in- fection control, etc.
•    Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

Equipment and Supply Functions
•    Ensure that an adequate supply of accounting supplies and equipment are on hand to meet the day- to-day operational needs of the facility.
•    Report equipment and office supply needs.
•    Request repairs for office equipment as necessary.

Patients’ Rights Responsibilities
•    Maintain confidentiality of all patient information.
•    Follow facility’s established patient rights and privacy procedures.
•    Ensure that the patient’s rights to fair and equitable treatment, self-determination, individuality, pri- vacy, property and civil rights, including the right to wage complaints, are well established and main- tained at all times.

Working Conditions
•    Works in office areas as well as throughout the facility, moving intermittently during working hours.
•    Is subject to frequent interruptions under all conditions/circumstances, involving patients, family members, personnel, visitors, government agencies/personnel, etc.
•    Is subject to hostile and emotionally upset patients, family members, personnel, and visitors.
•    Works beyond normal working hours, on weekends and holidays, and call-back situations (severe weather, evacuation, post-disaster, etc.) when necessary.
•    Attends and participates in continuing education programs.
•    Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
•    Is subject to exposure to infectious waste, diseases, conditions, etc., including TB, Covid variants, AIDS, Hepatitis B viruses, and hazardous chemicals.
•    Communicates with the medical staff, nursing personnel, and other department supervisors.

Educational Requirements
•    Must possess, as a minimum, a High School Diploma, or G.E.D.

Experience
•    Must have experience in bookkeeping or accounting practices. Experience in health care accounting preferred but not required.


Specific Requirements
•    Must be able to read, write, speak, and understand the English language.
•    Must possess the ability to make independent decisions when circumstances warrant such action.
•    Must possess the ability to deal patiently, tactfully, with a cheerful disposition and enthusiasm with personnel, patients, family members, visitors, government agencies/personnel and the general public based on whatever maturity level at which they are currently functioning.
•    Must possess the ability to work harmoniously with other personnel.
•    Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals,
 
objectives, policies and procedures, etc., that are necessary for providing quality care and maintaining a sound operation, and as directed by the corporate office.
•    Must be able to read and interpret financial records, reports, etc.
•    Must be knowledgeable of computer systems, system applications, and other office equipment.
•    Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, patients, family members, visitors, and government agencies/personnel.
•    Must not pose a direct threat to the health or safety of other individuals in the workplace.
•    Must be willing to follow all company, state and regulatory policies related to Infection Control and Vaccination requirements.

Physical and Sensory Requirements
(With or Without the Aid of Mechanical Devices)
•    Must be able to move intermittently throughout the work day.
•    Must be able to speak and write the English language in an understandable manner.
•    Must be able to cope with the mental and emotional stress of the position due to relating and working with ill, disabled, elderly, emotionally upset, and at times hostile people.
•    Must possess sight/hearing senses or use prosthetics that will enable these senses to function ade- quately so that the requirements of this position can be fully met.
•    Must function independently, have flexibility, personal integrity, and the ability to work effectively with patients, personnel, and support agencies.
•    Must meet the general health requirements set forth by the policies of this facility.
•    Must be able to push, pull, move, and/or lift a reasonable weight to a reasonable height and distance.
•    Must be able to assist in the evacuation of patients during emergency situations if necessary.

Job Position Analysis Information
NO    Tasks assigned to this position do not typically involve potential and/or direct exposure to blood, body fluids, infectious diseases, air contaminants, and hazardous chemicals
YES    Functions Require Repetitive Motion
YES    Minimal weight Lifting requirements Apply
YES    Functions Require Prolonged Sitting, Standing, Bending