Business Office Manager

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Under the direction of the Administrator, the Business Office Manager manages all business functions and personnel including but not limited to accounts receivable, accounts payable, resident trust funds and other assigned duties. The
Business Office Manager ensures the financial systems are accurate, efficient, and in accordance with professional accounting practices and governmental regulations. The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current existing federal and state regulations and established company policies and procedures.

Role Responsibilities - BOM

1. Is responsible for collecting accounts receivable with an emphasis on the 90 accounts by using the following techniques/procedures: a. Conducts collection calls on delinquent accounts with letter documenting the conversation b. Advise Corporate level personnel on payments not received by required dates, so late payment fees may be allocated c. Resolve balance disputes as needed/requested from responsible parties/residents d. Forward problem accounts to Corporate level personnel for assistance in resolving, as needed e. Conducts follow-up on delinquent account pay dates f. Advises the Administrator and the corporate level personnel of potential problem accounts as they arise g. Prepares and maintains “delinquent account status sheet” on delinquent/problem accounts h. Prepares analysis and reconciliation of accounts i. Prepares plan of action for follow-up of actions taken j. Recommends collection action and referral to collection agencies k. Prepares and submits application write-offs
2. Supervises Business Office Staff and conducts regular meetings to review progress toward departmental goals. Offers direction, suggestions and evaluated performance of Business Office Staff
3. Conducts meetings and regularly communicates with the Administrator and corporate level personnel about progress towards departmental goals attainment and areas of concern within the department
4. Gathers month-end medical reports and maintains file for reporting and ensures timely responses to
   Medicare requests for medical records (ADRs)
5. Demonstrates responsibilities for Medicare Part A determinations from the Nursing Department: a. Notifies resident/responsible party of nursing decisions, as received, or on a daily basis b. Ensures appropriate letters are sent within 24 hours of admission/decision
6. Ensures completion of Medicare Part A and B appeals in denials received: a. Completes and files reconsiderations on a timely basis b. Requests and completes telephone hearings for reconsideration on a timely basis c. Requests and completes Administrative Law Judge hearings for reconsideration on a timely basis
7. Balances SUM journals to billing reports by the 10th of each month
8. Follows Medicare procedures as needed or on a weekly basis
9. Process Medicaid pending conversions as needed or on a weekly basis
10. Reviews Medicaid pending conversions on a weekly basis, or as needed: a. Conducts follow-up with county caseworkers regarding status of application b. Conducts follow-up with resident/responsible party regarding status of application and compliance c. Advise resident’s Social Worker and Administrator of potential problems as they arise
11. Reviews Medicaid authorized new admissions on a weekly basis, or as needed and ensures proper notification is sent to local department of Social Services regarding Medicaid admission to facility
12. Prepares daily deposits, and makes deposit at the bank
13. Demonstrates responsibility for miscellaneous Business Office errands (i.e. post office, bank).
14. Verifies appropriate monies are being deducted for personal accounts on Medicaid residents. Advises Administrator whenever there is a discrepancy
15. Demonstrates responsibility for the day-to-day activity in resident trust accounts, Including: a. Weekly requests for funds transfer of resident account monies from general savings to resident trust b. Prepares deposits weekly for resident trust account c. Prepares checks for approved resident account disbursements weekly d. Verifies resident account petty cash disbursement has proper authorization and receipts (as needed) e. Posts deposits and disbursements to individual accounts on a weekly basis f. Reviews resident account trial balance and notifies responsible parties/residents n low/credit balances g. Closes out discharged residents’ accounts within one month of discharge h. Allocates interest as interest is applied to individual resident accounts i. Prints resident account statements quarterly and prepares to mail to responsible parties/residents j. Balances and processes year end 1099-INT on residents receiving $10.00 or more annual interest k. Maintains patient account authorization files
16. Gathers monthly auxiliary pharmacy bills and forwards them to corporate level personnel
17. Gathers monthly therapy billing logs from Physical Therapy, Occupational Therapy, and Speech Therapy departments and forwards them to the corporate level personnel, on a designated day of each month
18. Prepares memorandums to departments regarding quarterly time studies at beginning of quarter. Receives quarterly time studies, ensures time is calculated and completed for two week period, and forwards a copy to the appropriate corporate level personnel
19. Completes quarterly sales tax returns, if needed
20. Maintains business office non-medical files as needed
21. Responsible for special projects/special reports as assigned by the Administrator or corporate level personnel

EDUCATION/EXPERIENCE:
1. High School diploma required, Associates Degree in Business or at least three (3) years of accounts receivable management experience in health care preferred.
2. Possesses current knowledge of accounts receivable management, basic accounting procedures, insurance/third party billing procedures, and computerized office system operation.
3. Must be able to communicate in English, both verbally and in writing, and possess sufficient communication skills to perform the tasks required.
4. Must meet health assessment requirements, including two stage Mantoux skin test.
5. Must be capable of performing the essential functions of the job, with or without reasonable accommodations.

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