Business Office Manager Orchards of Alliance

Summary

The Business Office Manager shall assist in directing the administration and operation of the skilled nursing facilities in collaboration with the Administrator. The Business Office Manager is responsible for assisting in the development, implementation and evaluation of organizational systems including tactical management in the care, safety, and satisfaction of customers as well as aspects of the facility’s operation such as human resources, regulatory compliance, life safety, and administrative support. Additionally, the position shall be responsible for coordinating data for input and submission of the resident assessment instrument, initiation of the care plan process within the scope of nursing practice with and through the facility specific interdisciplinary team as delegated by the Director of Nursing. The Business Office Manager must ensure compliance in accordance with current professional practice standards, physicians’ orders, The Orchards’ policies and procedures and local, state and federal regulations and requirements.

Essential Duties and Responsibilities

Teamwork with the following and all other duties and responsibilities assigned.

1. Effective strategic and tactical leadership that includes supporting core values, addressing zero tolerance behaviors and maintaining active communication with all employees.

2. Actively manage the facility’s revenue cycle from immediately post-admission throughout the customer life cycle

3. Reviews, corrects, and/or certifies the facility’s daily and monthly census.

4. Review and update new and tenured client insurance information in the administrative system of record

5. Meet with the client and/or their party responsible to discuss financial services including payment terms and arrangements as well as 3rd party payer applications and/or requirements

6. Work with internal and external financial services partners to ensure that timely and complete payments are received, deposited, and posted

7.Participate and direct monthly triple check claims review process

8. Review facility accounts receivable with finance and administration to advise on focus accounts and identify isolated and systemic challenges

9. Maintains resident trust/personal needs accounts and petty cash funds in accordance with company policies and state and federal regulations

10. Provide human resources support to include new hire onboarding, coordinating employee concerns or grievances, and interfacing with organizational HR staff to serve staff needs

11. Communicate and correspond in a timely and professional manner with internal and external stakeholders

Other Responsibilities

1. Assist in applying for representative payee for social security, SSI, or pension benefits

2. Review and mail resident statements and facility correspondence

3. Assist and participate in compiling 3rd party required documentation for pre and post payment audits

Supervisory Responsibilities

None

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate’s degree in accounting (preferred); or three to five years’ related experience and/or training; or equivalent combination of education and experience in health-related field, health administration, business, or public policy. Complete annual state mandated training requirements (Regular In-services as well as any external training).

Language Skills

Ability to read, analyze, and interpret the most complex documents and regulations from accreditation organizations, the Department of Health, the Department of Aging, the Department of Labor, the Wage and Hour Division, state and local fire marshals, and the Occupational Safety and Health Administration. Ability to respond effectively to the most sensitive inquiries or complaints from the above agencies and those of residents’ families. Ability to make effective and persuasive speeches and presentations on controversial or complex topics.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference when reviewing new research or findings relating to the Orchards and deciding on its relevance to the operations of the facility. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations within the duties of this position.

Reasoning Ability

Ability to deal with several abstract variables to define problems, collect data, establish facts, and draw valid conclusions as they relate to the Orchards settings when prioritizing work and that of subordinates, making operational decisions, and handling situations that arise from residents, family members, supervisors, and employees. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and dealing with several abstract and concrete variables as they relate to the settings and situations mentioned above.

Computer Skills

Uses e-mail to communicate with others internally and externally. Individual should also have knowledge of spreadsheet and word processing software to create reports, correspondence, and presentations.

Certificates, Licenses, Registrations

Current Registered Nurse or Licensed Practical Nurse license in Ohio required. Requires periodic renewal through re-certification or continuing education.

Other Skills and Abilities

Skills specific to communicating with geriatric residents are required. Ability to communicate effectively and empathetically on sensitive subjects.

Medical Screenings

Physical upon hire and Tuberculosis testing are required annually.

Mental Abilities

• The ability to get along with others and engage them in projects or activities
• The ability to concentrate for extended periods of time
• The ability to shift focus from one task to another
• The ability to prioritize tasks effectively

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit at a desk or conference table; and talk or hear when interacting with various individuals and groups. The employee is occasionally required to stand while conversing with various individuals; and walk throughout the Orchards facilities on the campus and to/from vehicles and buildings. The employee occasionally is required to use hands to finger, handle, or feel to operate the computer or telephone, or to manipulate other office equipment and supplies; reach with hands and arms to for supplies, binder, and files; stoop, kneel, or crouch to communicate with residents and to place items in or get items from low drawers or shelves; and taste or smell to make sure that the food and environment are pleasing to residents and their families. The employee must frequently lift and/or move up to 10 pounds, which is generally offices supplies such as reams of paper, files, and forms and occasionally lift and/or move up to 100 pounds when moving residents by wheel chair. Specific vision abilities required by this job include: close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus when driving, pushing a resident wheel chair, and in order to visually inspect the campus at close range and at a distance; close vision when working at the computer or with paperwork; and color vision for decorating the units and to read color-coded spreadsheets or documents.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be exposed to airborne viruses, bacteria, or other bodily pathogens carried by residents. The employee is occasionally exposed to outside weather conditions and fumes or airborne particles when driving from one campus to another or participating in an outdoor resident social activity. The noise level in the work environment can range from quiet while in a private office to loud while driving, attending a large residential social event, or visiting resident common areas where there are televisions and equipment operating, phones ringing, light to heavy traffic, and people talking.

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Job descriptions represent a general outline of job duties, functions, and qualifications. They are not intended to be comprehensive in nature. In addition, jobs evolve over time and therefore their description may not reflect the precise nature of the position at a given point in time.

It is The Orchards’ policy to base hiring decisions solely on the individual’s ability to perform essential job functions. Persons with disabilities are eligible for this position provided they can perform those functions with reasonable accommodation.

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