Business Office Manager (Medical Records)

Job Description: Business Office Manager

Department: Administration

Supervisor: Nursing Home Administrator

General Description

Provide administrative support to the Business Office on all personnel, finance, operations and day to day general office functions.

• Coordination of all accounts.

• Review of collections, accounts receivable and payroll.

• Oversee resident trust accounts, petty cash, payroll and all other accounts.

• Prepare business reports as required.

• Perform bookkeeping duties as requested.

Qualifications

· Must have high school diploma or equivalent.

· Must have 2 years previous business office experience.

· Must have a pleasant personality and good telephone etiquette as well as knowledge of computers and general accounting software.

· Be able to type 35 wpm, and have knowledge of standard office equipment and procedures.

· Must be able to work under stressful conditions.

· Must have skills in working cooperatively with other professionals and have the ability to organize and carry out responsibilities efficiently and effectively.

· Ability to communicate effectively and appropriately in a wide variety of circumstances, both verbally and in writing,

· Commitment to the philosophy and objectives of the facility.

Working Conditions

· Well-lighted, well-ventilated office space.

· Interacting with the general public, often in adverse conditions; many residents and their families are under emotional stress dealing with issues of illness, hospice, death, and grief.

· Frequently changing conditions in which one must be attentive and able to respond appropriately.

· Constant necessity to respond maturely and effectively with residents, families, staff, and other professionals.

· Appropriately represent facility in dress and demeanor.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

· While performing the duties of this job, the employee is regularly required to talk and hear.

· This position is very active and requires sitting, standing, walking, bending, twisting, kneeling, stooping, crouching, grasping and carrying.

· The employee must frequently lift or move objects weighing over 35 pounds and occasionally objects up to 80 pounds.

· Specific vision abilities required by this job include close vision and distance vision.

Duties Specific duties are assigned at the discretion of the Nursing Home Administrator and may be adjusted to meet the needs of the company and the expertise of personnel available.

Business Office Manager

· Answer phones, greet family members, look up room numbers.

· Stamp mail & put in mail box. Retrieve mail and assist Administrator with sorting and dispersing mail from mailbox.

· Review demographic information in PCC for accuracy.

· Gather OPS payments received at facility and send them to Central Office.

· Write a receipt for residents or family members that bring payment to the business office.

· Gather Resident Trust deposits and complete deposit slip. Scan and send deposit slip and all supporting documentation to Central Office for entry into PCC.

· Write receipts for all withdrawals from Resident Trust accounts.

· Create Reimbursement for Resident Trust fund with Administrator signature to Central Office for approval.

· Write checks for resident bills.

· Scan documents and email to Central office for PCC entry.

· Disburse funds from OPS box & handle receipts and forms from OPS.

· Make deposits for Craft Fund, scan and send to Central Office Business Office Manager.

· Assist with preparing Medicaid Applications

· Scan NOCAS from MCD & update patient responsibility amounts

· Attend Medicare meetings to track families for possible Medicaid applications

· Assist families in completing Medicaid eligibility reviews.

· Complete Medicaid eligibility reviews for all residents that the facility is rep payee for.

· Track and follow up on submitted Medicaid applications.

· Send Beauty Shop charges to Central Office for entry into PCC. Issue check to hair stylist.

· Maintain all resident financial files.

· Apply for rep payee, file report and complete annual review.

· Prepare documents & fax to DCF of hospital transfers, readmits, etc.

· Contact DEX regarding copier issues, and monthly details

· Send all 1500 bills to Central Office for processing

· Assist Central Office with information requests

· Monitor private pay residents spend down; get bank statements quarterly, start Medicaid application when appropriate.

· Assist Families to enroll in managed Medicaid (Sunshine)

· Collect previous month’s ancillary logs from books on each wing and replace with new month’s blank log.

· Send all Hospice agreements to Central Office.

· Send all Social Security correspondence/mail to Central Office.

· These and other duties as assigned.

In-Service Education
· Participate in all required in-service meetings.

· Participate in selected continuing education programs if available.

Responsibilities

· Understand and abide by established policies of the office and interpret them to concerned parties.

· Maintain confidentiality of information; maintain a professional demeanor.

· Account for use of time, report sickness, and coordinate leave time with Nursing Home Administrator.

· Prepare all required reports and submit to Director of Operations or appropriate supervisor.

· Other specific duties as assigned by Director of Operations or Executive Director.

· Other specific duties as assigned by Administrator.

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Nursing Home Office: 1 year (Preferred)
• Payroll: 1 year (Preferred)
• accounting: 1 year (Preferred)
• Office supply ordering: 1 year (Preferred)

Ability to Relocate:

• Alliance, NE: Relocate before starting work (Required)

Work Location: In person