Business Office Manager

SKILLED NURSING FACILITY

1. Job Summary 

The Business Office Manager will direct the overall Business Office activities in accordance with current applicable federal, state, and local standards, guidelines, and regulations, and as directed by the Executive Director, to assure the proper administrative procedures are maintained. 

1. Essential Functions 

Every effort has been made to make your job description as complete as possible. 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 a logical assignment to the position. 

Residents Rights 

• Knows and respects patient rights and forms and supports residents/patients in exercising their rights. 

• Ensures protected health information is kept confidential. 

• Reports complaints, reports allegations from residents, families, or staff of patient abuse, neglect and/or misappropriation of patient property and participates in investigations to supervisor. 

Safety and Sanitation 

• Follows established safety policies and procedures. 

• Observes safety needs of patient as indicated in care plan. 

• Wears and/or uses safety equipment and supplies when indicated and properly trained to use. 

• Demonstrates job-specific knowledge of fire and disaster preparedness during drills or actual situations. 

Staff Development 

• Attends and participates in scheduled in-service training, educational classes, and meetings. 

• Trains staff when applicable to financial responsibilities, required documentation, etc. as requested by the Executive Director. 

• Completes Relias training as assigned. 

Patient Meetings and Payer Set-up Responsibilities 

• Meets with each patient and/or Legal Resident Representative; ensuring that the Patient Financial Meeting process is used at admission and when payer type changes occur. Maintains a patient financial file. 

• Establishes and maintains communication with patients, their representatives, and those responsible for payment for patient care services. Assures all are kept current about account status and documents such communications. 

• Performs all payer setup and verification processes and updates in American Health Tech (AHT); including use of the appropriate payer verification tools for the patient’s stay. 

• Performs all duties related to Medicaid Pending application and eligibility processes. 

• Follows the procedures for requesting new primary and secondary payer setup in AHT. 

• Ensures compliance with application of the company Financial Policy. 

Accounts Receivable Responsibilities 

• Follows the month-end close process. 

• Ensures daily census verification. 

• Ensures that all room, ancillary, and miscellaneous charges are timely recorded in AHT. 

• Ensures that the Billing Triple Check Process is followed on a continuous basis. 

• Manages private pay billing and ensures that the statement process is followed. 

• Furnishes information, as requested, to the CBO (Choice Accounts Receivable). 

• Submits hospice billing and PLG billing. 

• Manages Medicare ADR’s and appeals per established procedure. 

• Ensures that bad debt policies and bad debt write-off policies are followed. 

• Reviews remittances for denial and re-bill, as required. 

• Generates timely billing of all payer classes. 

• Interacts with various long term care offices to correct any problems that may occur. 

• Produces UB04’s’s for all Medicare and contract patients as well as for Medicare demand billing. 

• Adheres to established reporting procedures and assure that the numbers balance. 

• Maintains current and accurate data. 

Collection Responsibilities 

• Ensures that Private Pay Policy and Procedures are followed, including use of collection letters, collection calls, and collection agency placement. 

• Makes collection calls for all payor classes following timely review of accounts receivable aging. 

• Maintains record of all account activity and collection notes in AHT. 

Cash Receipts Responsibilities 

• Ensures company Cash Receipt Policies and Procedures are followed to ensure sure protection of cash from being lost or misused, and to allow for complete and accurate receipting, depositing, and recording of all business unit funds. 

• Reviews cash receipt batches posted by the Corporate A/R group for accuracy, proper aging bucket and pay type. 

• Records daily collections of cash receipts and deposits into appropriate accounts. 

Accounts Payable Responsibilities 

• Submits refund requests to the CBO. 

Miscellaneous Responsibilities 

• Ensures resident valuables policy followed. 

• Ensures petty cash policies and procedures followed 

• Ensures that the Resident trust fund policy is followed. 

• Ensures that the organization’s business office policies and procedures are followed. 

• Applies QAPI and performance improvement tools and techniques; assists in data collections; identifies processes for improvement in daily work; educates new staff in facility processes. 

Supervisory/People Management Responsibilities 

• Assists in planning, coordinating, and conducting continuing education programs and special in-service training sessions relevant to the needs of department personnel. 

• Staffs the department with capable people. 

• Ensures that employees are adequately oriented and trained to perform their duties. 

• Reviews employee performance annually and makes recommendations for pay increases, promotions or performance improvement plans as deemed appropriate. 

• Counsels/disciplines personnel as necessary up to and including termination. 

• Establishes and maintains effective two-way communication to understand the needs and concerns of employees. 

• Properly manages employees’ personal information. 

• Devotes adequate time and attention to personal development and training, particularly in the management of people resources. 

• Receives, investigates, and responds to employee complaints. 

• Demonstrates active listening; gains support through effective relationships; treats others with dignity and respect; seeks and responds to feedback; sets clear standards for performance; establishes systems to measure effectiveness, efficiency, and service. 

Administrative Responsibilities 

• Acts as a facility liaison with the Choice Health Management Services, LLC Accounts Receivable Department as assigned by the BOM. 

• Participates in the QAPI process as directed by the Executive Director. 

• Coordinates work of department with work of other departments. 

• Attends and participates in staff meetings, departmental head meetings, and other facility meetings and sits on required committees. 

• Assists in developing and updating departmental procedures and policies. 

• Follows organization Policies and Procedures. 

• Participates in department budget planning and supplies monthly report to Executive Director. 

• Actively participates in monthly AR reviews. 

• Reviews and develops a plan of correction for any accounting deficiencies noted during survey inspections and provide a written copy of such plan to the Executive Director. 

• Agrees not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Executive Director. 

• Performs any miscellaneous work assignments as may be required. 

1. Education/Qualifications 

• Associates degree in accounting or related field or two (2) years of experience; Bachelor’s degree or equivalent experience preferred. Minimum high school diploma or equivalent. 

• Must have strong organizational and analytical skills and demonstrate attention to detail in work.  

• Must be able to read, write, speak, and understand the English language. 

• Must be able to understand and carry out written and oral instructions. 

• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the public. 

• Persons who have been found guilty by a court of law of misappropriation, forgery, fraud, or theft are ineligible for this position. 

• Persons who have been found guilty by a court of law or identified in by any registry, regulatory, or licensing body of abusing, neglecting, or mistreating individuals in a health care related setting are ineligible for employment in the position. 

1. Experience 

• Previous experience in business office operations, third-party billing, or collections preferred. 

• Must have demonstrated computer skills with a working knowledge of Microsoft Office applications (e.g., Word, Excel, Outlook, Teams, etc.). 

1. Physical Demands 

• Primarily sedentary in nature with lifting of approximately 10 to 25 pounds with occasional lifting of small objects; Sitting long periods, but periodically required to stand and walk. Talking and hearing. 

• Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.  

• This position requires extensive use of office equipment including computers, phones, fax, scanner, etc. Repeating motions that may include the wrists, hands and/or fingers. 

1. Travel 

• N/A 

1. Working Environment/Conditions 

• Primarily inside in well-lighted, well-ventilated areas with some exposure to disagreeable conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

• Tasks assigned to this position may involve some potential exposure to blood, body fluids, infectious diseases, air contaminants, and hazardous chemicals. Potential for disagreeable conditions including odors, infection, and illness.