Assistant Business Office Manager

The Assistant Business Office Manager assists with the daily financial operations of the skilled nursing facility, including resident billing, private collections, Medicaid application processing, and resident financial services. This position works closely with residents, families, insurance providers, and government agencies to ensure accurate billing, timely collections, and supportive financial guidance while maintaining compliance with all applicable regulations and facility policies.

Core Responsibilities

Private Collections Management

• Monitor resident accounts for outstanding balances and aging reports.
• Follow up on unpaid private-pay balances in a timely and professional manner.
• Maintain accurate documentation of all collection efforts, payment arrangements, and resident/family communications.
• Coordinate payment plans according to facility policies.
• Work closely with residents, responsible parties, and families regarding account status.
• Identify accounts at risk for delinquency and escalate concerns appropriately.
• Assist with transition planning from private pay to Medicaid when applicable.
• Ensure collection practices comply with federal, state, and facility regulations.

Professional Communication Standards

• Communicate respectfully and compassionately with residents and families during sensitive financial discussions.
• Explain balances, billing statements, insurance coverage, and payment expectations clearly.
• Maintain confidentiality in accordance with HIPAA and facility policies.
• Respond promptly to billing inquiries and concerns.
• Use tact and professionalism when discussing delinquent accounts.

Medicaid Application Assistance

• Assist residents and families with Medicaid application processes from admission through approval.
• Collect required documentation including:

o Bank statements

o Income verification

o Insurance information

o Asset documentation

o Identification records

• Monitor Medicaid pending cases and submission deadlines.
• Communicate with state Medicaid agencies and eligibility workers.
• Track spend-down requirements and patient liability amounts.
• Ensure applications are complete and submitted accurately.
• Follow up on denied or delayed applications and assist with appeals if needed.
• Educate families regarding Medicaid eligibility requirements and timelines.

Insurance and Billing Support

• Verify insurance coverage and benefit information.
• Assist with Medicare, Medicaid, and private insurance billing support.
• Review resident accounts for billing accuracy.
• Coordinate with admissions and clinical departments regarding payer source changes.

Resident Financial Counseling

• Explain financial policies to residents and responsible parties.
• Discuss payment expectations at admission and throughout stay.
• Help families understand available financial assistance options.
• Support residents during transitions between payer sources.

Administrative Responsibilities

• Maintain organized financial records and resident account files.
• Prepare reports related to collections, Medicaid pending accounts, and receivables.
• Support month-end billing and reconciliation processes.
• Assist Business Office Manager with audits and compliance documentation.

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Skills and Qualifications

Preferred Skills

• Self-motivated
• Understanding of Medicare, private insurance, and managed care plans.
• Strong communication and conflict-resolution skills.
• Attention to detail and accuracy.
• Ability to manage sensitive financial situations compassionately.
• Organizational and time-management skills.
• Experience in healthcare billing, long-term care, or skilled nursing facilities.
• Collections or accounts receivable experience.
• Familiarity with Medicaid application processes.
• Customer service experience in healthcare or financial settings.

Shift: Monday-Friday, in person, business hours.

Compensation Details:

• Job Type: Full-time, hourly

• Pay Range: Based on experience