AFFINITY HOSPICE Office Manager Hospice Salary in the United States

Affinity Hospice

Job Title: Business Office Manager

Division: Hospice

Report to: Executive Director

Classification: Non-Exempt

Position Overview 

The Business Office Manager is responsible for coordinating all office activities including: medical records, data entry, maintaining patient records, preparing for all meetings, coordinating all telephone calls, and maintaining sufficient office supplies. The Business Office Manager is responsible to the Executive Director and assists with education and training agency staff and serve as a supervisor to non-clinical staff. The Business Office Manager will manage the following: direct patient expenditures coordination, employee time sheets, personnel records, staffing, payroll, and support staff functions as well as serve as a billing liaison.

Essential Job Functions 

• Must be able to read, write, speak, and understand the English language
• Must be able to move intermittently throughout the work day
• Using effective body mechanics, must be able to lift 20 lbs. floor to waist; lift 10 lbs. waist to shoulder; lift and carry 20 lbs. and push/pull 40 lbs.
• Must practice regular and dependable attendance per company policy and procedure
• Must be able to perform all functions of support staff in the agency and ensure non-clinical staff is cross trained
• Must be able to recruit, select, hire, orient, train, evaluate, counsel and supervise business office staff
• Must be able to ensure staff complies with and understands company policies and procedures Specific Requirements
  
  
• Must have excellent verbal, written, and interpersonal communication skills
• Must be competent in standard Microsoft Office applications, email and internet
• Must be able to teach, train and give appropriate direction
• Must be able to develop and foster a team and present a professional image
• Must possess the ability to make independent decisions when circumstances warrant such action
• Must be able to interact professionally with the community
• Must be able and willing to take the lead in problem solving in work areas
• Must possess the ability to work harmoniously with professional and non-professional personnel
• Must be self-directed and possess leadership and supervisory skills
• Must understand and follow company policies and procedures
• Must have a valid driver’s license and auto liability insurance with vehicle in good working condition
• Must be able to multi task and accept additional duties as assigned

Education and Experience 

• Minimum of high school education; preferably with secretarial and computer background
• General knowledge of spelling, punctuation, grammar, medical records and office procedures
• Basic knowledge of office machines
• Basic knowledge of telephone skills
• Aptitude or computer data entry and use of current software systems
• Ability to establish and maintain effective working relationships
• Ability to meet the public and staff as a positive, friendly and professional representative of the agency
• Effective social interaction, communication and organizational skills and the ability to perform a variety of tasks efficiently
• Personal car for travel and valid driver’s license
• Carry personal auto liability insurance coverage

Working Conditions

• Will work in agency office
• Sits, stands, bends, lifts, and moves intermittently during working hours
• Subject to frequent interruptions
• May work beyond normal working hours, weekends, and holidays as needed and in other positions temporarily as necessary
• May travel within region

General Responsibilities

• Maintains confidentiality of patient information
• Maintains accurate up to date clinical records in accordance with regulations of Medicare and the Policy and Procedure Manual
• Communicates effectively on the telephone with patients, families and staff
• Answers incoming calls and forwards to appropriate staff person or takes a message if the person is not available
• Welcomes and assists all guests
• Manages incoming, outgoing and interoffice mail
• Performs typing, faxing and coping tasks as requested for various staff persons
• Inputs data into computer for billing purposes
• Orders and maintains accurate records of medical equipment and supplies
• Responsible for informing staff of any changes, updates, etc., regarding admissions; discharges, visits, schedules; and clinical meetings as directed by the Executive Director, Clinical Director and/or Administrator
• Responsible for gathering and recording staff members’ DSRs
• Tracks admission, discharge, certification and re-certification dates on all patients
• Responsible for assisting with audits of patient information
• Maintains accurate mailing lists of associates; patients; volunteers, Medical Directors, physicians and nursing facilities and forwards any changes to the Corporate Office
• Performs other necessary functions/duties as assigned by the Program Director and/or Administrator
• Participates in and assists with community activities, i.e., health fairs, conventions, community education programs, etc. as assigned by Program Director, Clinical Director and/or Administrator
• Responsible for timeliness and accuracy in the billing and payroll process through direct involvement, direction of delegated office personnel and coordination with Executive Director/Branch Director. Ensures payroll/billing errors are corrected timely and information is submitted to corporate as necessary
• Monitors agency data processing functions according to company policy and procedures, code of conduct and state/federal requirements
• Responsible for facilitating orientation of all staff. Responsible for the education and training of direct support staff to ensure their knowledge of agency business operations, billing, payroll and software procedures
• Responsible for supervision of agency non-clinical personnel including performance management, recruitment, retention and staffing
• Oversees and ensures that all support functions run smoothly and assist when needed
• Ability to understand and function in each office staff role of the agency. Ensures staff is appropriately cross trained

 Ensure timely transmission (per company guidelines) of files. Validation report errors are resolved timely

• Responsible for tracking ADRs, Recons and ALJs for agency and ensures that documents are submitted according to company guidelines and deadlines
• Responsible for overseeing the timely resolution for RTP Request to the billing department
• Manages and oversees order tracking process for the provider per company policy and state guidelines
• Assures that all personnel files are current and organized according to state and LCAH policy and procedures
• Acts as a liaison between the agency and Corporate Human Resources department and consults on issues, projects and benefits
• Responsible for agency HR function and forms, including but not limited to: newly hired/transferred associates, FMLA, benefits, insurance programs, annual open enrollment, payroll issues and Kroll timely
• Responsible for verifying accuracy and processing AP invoices timely
• Manages parent and branch supplies & equipment process per company requirements

NOTE: This job description is not intended to be all-inclusive. Associate may perform other related duties as negotiated to meet the ongoing needs of the organization.