What are the responsibilities and job description for the Business Office Manager BOM position at Shawnee Gardens Healthcare & Rehab Center?
Position Summary
The Business Office Manager (BOM) is responsible for overseeing the facility’s business office operations, including accounts receivable, billing, collections, resident financial records, insurance claims, and payer-related processes. The BOM ensures accurate and timely billing, effective collection practices, appropriate account reconciliation, and compliance with applicable federal and Kansas regulations.
The ideal candidate will have 3–5 years of relevant experience, strong Medicare and insurance billing knowledge, hands-on Kansas Medicaid and Care Access experience, and a proven track record of successful collections and accounts receivable management.
Essential Duties And Responsibilities
Shawnee Gardens is an equal opportunity employer and complies with applicable federal and state employment laws. Employment decisions are made based on qualifications, experience, and business needs.
The Business Office Manager (BOM) is responsible for overseeing the facility’s business office operations, including accounts receivable, billing, collections, resident financial records, insurance claims, and payer-related processes. The BOM ensures accurate and timely billing, effective collection practices, appropriate account reconciliation, and compliance with applicable federal and Kansas regulations.
The ideal candidate will have 3–5 years of relevant experience, strong Medicare and insurance billing knowledge, hands-on Kansas Medicaid and Care Access experience, and a proven track record of successful collections and accounts receivable management.
Essential Duties And Responsibilities
- Oversee daily business office operations and maintain accurate resident financial records, billing documentation, and account information.
- Manage accounts receivable (AR), ensuring appropriate oversight, timely follow-up, and reconciliation of all open accounts.
- Monitor outstanding balances, identify aged receivables, resolve billing discrepancies, and implement effective collection strategies to improve cash flow.
- Demonstrate significant collection experience with a proven track record of achieving collection goals and reducing outstanding balances.
- Oversee Medicare, Medicaid, managed care, commercial insurance, and other payer billing processes to ensure timely and accurate claim submission.
- Maintain working knowledge of Kansas Medicaid requirements and Care Access processes, including eligibility, authorization, documentation, and payer-specific billing requirements, as applicable.
- Ensure appropriate payer tree assignments and verify that payer information is accurate to support the correct billing process and prevent claim delays or denials.
- Monitor claim rejections, denials, underpayments, and outstanding insurance balances; coordinate timely corrections, appeals, and follow-up.
- Ensure resident accounts, payer information, authorizations, and supporting documentation are maintained accurately and updated as needed.
- Review and reconcile accounts, payments, adjustments, credits, and outstanding balances to ensure financial accuracy.
- Ensure refunds are reviewed, processed, documented, and approved in accordance with facility policies, payer requirements, and applicable regulatory guidelines.
- Maintain organized financial records and ensure compliance with applicable federal and Kansas regulations, payer contracts, and internal procedures.
- Attend weekly UR & monthly Triple Check meetings, verify required information and coordinates with interdisciplinary team to update triple check spreadsheet’s BOM section.
- Prepare and maintain accounts receivable reports, collection updates, aging reports, and other financial reports for the Administrator and corporate leadership.
- Work collaboratively with admissions, clinical leadership, residents, families, insurance representatives, and external agencies to resolve financial and billing concerns.
- Identify opportunities to improve billing accuracy, collection performance, account reconciliation, and overall business office efficiency.
- Maintain confidentiality of resident and financial information and follow applicable privacy and security requirements.
- Serve as Manager on Duty (MOD) on a rotating or scheduled basis, including some weekends, as assigned by facility leadership.
- Perform other business office and administrative duties as assigned.
- High school diploma or equivalent required; associate degree or relevant business, accounting, or healthcare administration education preferred.
- 3–5 years of relevant experience in healthcare business office management, preferably in a skilled nursing or long-term care facility.
- Hands-on experience with Medicare billing, insurance billing, and accounts receivable management.
- Demonstrated experience with Kansas Medicaid and Care Access processes.
- Significant collections experience with a strong, verifiable track record of successful collection performance.
- Strong understanding of payer requirements, eligibility verification, authorizations, billing workflows, claim denials, and reimbursement processes.
- Proven ability to reconcile open accounts, manage aged receivables, and follow up on outstanding balances.
- Knowledge of refund procedures, financial controls, and applicable regulatory compliance requirements.
- Proficiency in Microsoft Office and healthcare billing or financial management systems.
- Strong organizational, analytical, communication, problem-solving, and follow-up skills.
- Ability to work independently, prioritize deadlines, and collaborate effectively with facility leadership and other departments.
- Possess effective communication skills to maintain positive relationships with residents, families, staff, physicians, consultants, providers, and governmental agencies, their representatives and the community.
- Current knowledge of local, state and federal guidelines and regulations
- Full-time position.
- Some weekend work is required to fulfill scheduled Manager on Duty (MOD) responsibilities.
- Ability to sit, stand, walk, bend, reach, and perform routine office duties as needed.
- Ability to operate a computer and standard office equipment.
- Ability to lift and carry routine office materials as required.
- Health Insurance
- Dental & Vision Insurance
- Life insurance
- Supplemental Insurance
- 401K
- Tuition reimbursement
- Rewards Program
- Annual evaluations
- Electronic documentation
- Employee appreciation events
- Paid time off
Shawnee Gardens is an equal opportunity employer and complies with applicable federal and state employment laws. Employment decisions are made based on qualifications, experience, and business needs.