BUSINESS OFFICE MANAGER

Purpose of Your Job Position

The primary purpose of your position is to ensure that residents have a payer source and remain paying customers.

Delegation of Authority

As Business Office Coordinator you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties. 

Job Function

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities

Administrative Functions 

Meeting with all new admissions (resident or family) to explain financial obligations 

Ensure that private pay arrangements are initiated. This includes maintaining dialog with responsible party prior to residents converting from any other payer source. 

For Medicaid pending residents, obtain information needed to file a complete Medicaid application in a timely manner

Submit Medicaid applications in a timely manner

Submit Medicaid recertification in a timely manner

Follow up on any communication from Medicaid office in a timely manner

Communicate with Medicaid caseworker on a regular basis to assure all documentation is submitted for approval.

Maintain regular communication with the Global Billing office including copying all documentation to the Global office upon receipt and reporting all conversations with caseworkers and responsible party.

Address income payment with residents/responsible party; obtain direct deposit and when rep payee is needed file rep payee with Social Security office

Prepare daily bank deposits for operating and trust accounts. 

Maintain, secure, and update residents’ financial files. 

Ensure that resident distributions of quarterly Personnel Needs Allowances (PNA) statements are properly made.

Develop and maintain a good working rapport with other departments within the Facility, to assure that patient status is up to date

Perform other related duties as assigned by the Administrator. 

Staff Development

Serve as Facility liaison for accounts receivable issues including collection of payment within the Facility. 

Answer telephone inquiries concerning Medicaid records. Prepare written correspondence, as necessary.

Retrieve Medicaid records when requested by authorized personnel (i.e., physicians, nurses, government agencies and personnel, etc.)

Assure that Medicaid records taken from the department are signed out and signed in upon return to the department.

Agree not to disclose residents’ protected health information and promptly report suspected or known violations of such disclosure to the Administrator.

Report any known or suspected unauthorized attempt to access to residents’ Medicaid records.

Assume the administrative authority, responsibility, and accountability of performing the assigned duties of this position.

Collect, assemble, and compile records for committee review and prepare reports for staff and other committees, as directed.

Committee Functions

Attend and participate in mandatory Facility in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).

Attend and participate in workshops, seminars, etc., as approved.

Safety, Equipment and Supply Functions

Report all unsafe and hazardous conditions, defective equipment, etc., to your supervisor immediately.

Ensure supplies have been replenished in work areas, as necessary.

Assure that work assignment areas are clean and records, files, etc., are properly stored before leaving such areas on breaks, end of workday, etc.

Resident Rights 

Maintain a written record of the resident’s complaints and/or grievances that indicates the action taken to resolve the complaint and the current status of the complaint.

Report all allegations of resident abuse and/or misappropriation of resident property.

Must adhere to all HIPAA requirements.

Working Conditions

Works in office areas as well as throughout the Facility.

Attends and participates in continuing educational programs.

Is involved with physicians, residents, personnel, visitors, government agencies or personnel, etc., under all conditions and circumstances.

Communicates with nursing personnel, and other department personnel.

Education

Must possess a high school diploma or GED. Prefer Bachelor of Science degree in accounting.

Experience

At a minimum two (2) years related administrative and clerical experience.

Specific Requirements

Must have at least 1 year of skilled nursing home experiance.

Must be computer literate (MS Excel, Word, PowerPoint skills).

Must be able understand the English language.

Must possess the ability to make independent decisions when circumstances warrant such action.

Must possess the ability to deal tactfully with personnel, residents, visitors and the general public.

Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

Be able to follow written and oral instructions.

Be knowledgeable in computers, data retrieval, input and output functions, etc.

Physical and Sensory Requirements 

(With or Without a Reasonable Accommodation)

Must be able to move intermittently throughout the workday.

Must possess sight and hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

Must meet the general health requirements set forth by the policies of this Facility, which may include a medical and physical examination.

Based on the Occupational Safety and Health Administration's Guidelines for Nursing Homes Ergonomics for the Prevention of Musculoskeletal Disorders and the American Conference Governmental Industrial Hygienists' Threshold Limit Values for Lifting the Facility has identified that this job may require the lifting of residents, equipment, or other objects. Accordingly, this job may require a minimum of 5 pounds and a maximum of 25 pounds lifting, periodically and or as needed.