Business Office Manager/Human Resources

At Kauhale Port City, we’re committed to redefining the memory care experience. Situated near Mobile, AL, Kauhale Port City is a bright, suburban assisted living and memory care community.

Position: Business Office Manager

We are seeking a Business Office Manager to join our team. In this role, you will be responsible for the Business Office functions of our building. This position is pivotal in ensuring efficient financial management and supporting a smooth and well-organized operation for our residents and staff.

Responsibilities:

• Maintains basic knowledge of computer software and internet applications.
• Maintain resident and business office files.
• Assists in answering resident billing issues. Also maintains the ancillary charge worksheet on a weekly basis.
• Ensures that move-in deposits and rents are deposited in a timely manner.
• Sends monthly delinquent notices and follows collection guidelines.
• Process resident lease renewal letters.
• Ensures that accounts payable procedures are processed timely accurately.
• Ensures that all proprietary, financial, and resident information is kept confidential.
• Monitors and records petty cash disbursements and reconcile to replenish.
• Respect and maintain confidentiality of the office, its records and restricted information.

Daily Business Office Tasks:

• Run Action Summary in PCC to capture any admission/discharges/and any other changes. Save Summary in Month End Folder under Bus office after highlighting/and signing off on.
• Update running Rent Roll to reflect any changes.
• New Admissions- work with Admission Director, to ensure contract is signed and correct rate is entered; complete each AR tab in PCC.
• New MCO Admission-ensure there is a copy of the authorization from Managed Medicaid; enter all authorization information in PCC. Upload a copy of the authorization in PCC with a beginning and end date noted in AR Bill set up.
• Clear AR Dashboard.
• Clear voicemails and return all phone calls. Document in PCC customer service calls and follow up action to be taken.
• Make a deposit for any amount received over $500. Update your Cash Tracker, located in Business Office Folder on shared point, with the PCC Batch you are entering, and save copies of the deposit labeled per policy.

Routine Business Office Tasks:

• Review Aging report, track payments not received. Private payments not received by the 5th of the month require an initial collection call; document call and information gathered in PCC. Inform LNHA immediately of all late payments.
• Meet weekly for review of unpaid balances and missing authorizations. Develop plan for collection of balances. Balances not paid within 30 days must be reported to the Regional Director of AL Operations and Director of Revenue.
• Meet monthly to confirm the correct Level of Care charges and any changes to POA contact information. This can be completed utilizing the rent roll and resident profile information in PCC.
• Review Managed Medicaid authorizations expiring in the next 30 days; collaborate with Wellness Director to obtain a new authorization.
• Ensure a verification sheet, signed by LNHA, is maintained in the trust petty cash box. Ensure the cash reconciles with the amount indicated in PCC. In addition, keep trust balanced in PCC throughout the month.

Month End Tasks:

• Work with AR Team to prepare community for close.
• Complete the Managed Medicaid Billing; follow up to make sure all claims are paid. Billing occurs on the 1st business day of the month.
• Prepare and mail private pay statements between the 24-27th of each month. Verify statements are sent to correct POA, family member or directly to resident.

Human Resources Task:

• Interviewing, hiring, onboarding, orientation experience
• Experience with employee relations, disciplines, terminations
• Payroll (willing to train)
• Knowledge of FMLA and workers comp (preferred but not required, willing to train)
• Completes all new hire documentation and on-boarding processes
• Maintains an understanding of credentials, licenses, certifications, evaluations and federal and state regulations concerning employment.
• Maintains employee filing on an ongoing basis; ensuring documents are placed in the appropriate places within correct files.
• Updates terminated employee files.
• Complete Payroll (bi-monthly)
• Enters and verifies data on electronic databases.
• Provides assistance to the employee relations, recruitment, staffing, and customer service operations of the Human Resources department.
• Assists in terminations, corrective actions, and implementation of organizational changes, dispute resolution, and other HR tasks.
• Provides management with advice on minor corrective actions and/or terminations, and/or assists with investigations as needed.
• Completes special HR projects as assigned.
• Performs other duties as assigned.

Benefits:

• Great team environment
• Supportive leadership staff
• Competitive Wages

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Point-Click Care: 1 year (Required)
• Accounts receivable: 1 year (Required)
• Long term care: 1 year (Required)
• Human resources: 1 year (Required)

Work Location: In person