Position Summary

The Business Office Manager is responsible for planning, organizing, and influencing department activities and ensuring the proper maintenance of the Business Office, Intake, and patient financial records.

Essential Duties and Responsibilities

• Responsible for maintaining operations within established budgetary parameters.
• Provide complete oversight and supervision of the Business Office and associated Business Office staff, including but not limited to Patient Account Representatives.
• Maintains an accounting of all receipts/deposits in proper allocations and manages bank deposits.
• Responsible for maintaining operations with intake coordinators and residential treatment center business office staff.
• Determines work procedures and expedites workflow.
• Performs annual performance reviews for managed staff.
• Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures.
• Assures proper accounting procedures and controls are in place and followed.
• Responsible for responding/challenging credit card chargeback disputes.
• Analyzes collections on a weekly basis. Assesses level of bad debt reserves, potential refunds, and reviews and recommends write-offs.
• Coordinates and communicates outstanding out-of-pocket fees remaining after patient discharge to corporate business office, and appropriately designates which fees should be turned over for collections following corporate business office attempts at collection.
• Ensures procedures are followed to achieve an accurate and timely closing at month end.
• Ensures all required records are maintained and submitted, as appropriate, in an accurate and timely manner and in compliance with company regulations.
• Works closely with the Admissions Center to clearly define expected out-of-pocket expenses for families to be paid at the time of admission, or deferred payments as agreed with management.
• Meets families and patients at the time of admission and compassionately and effectively collects on payments due, reviews individual financial expectations, and explains company financial policies.
• Effectively calculates deductibles, co-payments, transportation fees, and ancillary fees and clearly communicates these fees to patients and/or guarantors. Updates these calculations in a timely manner and communicates updates with patients and/or guarantors, any time a change in status occurs (i.e., change in level of care, denial due to medical necessity, other denials, etc.).
• Supervises and ensures the effective operation of the collection of fees, effective use of private insurance for treatment and related to the pharmacy and other associated ancillary services, not covered under the cost of FRN fees.
• Requests and collects expected deposits at the time of admission related to ancillary charges.
• Supervises the interface between FRN staff and pharmacy vendor and other outside vendors (i.e. lab services or other medical providers) to ensure adequate insurance information is provided to vendor for them to accurately bill and collect for medication reimbursement.
• Maintains the collection of co-pays, as well as pharmacy fees over-and-above the initial deposit, not covered by private insurance.
• Enters and updates patient information into billing system for claims processing, payment posting, and daily revenue reporting.
• Oversees the verification of employment status of patients.
• Works closely with the Admissions Center to gather accurate information regarding employment status/verification of patients.
• Coordinates with patient’s Human Resources Departments and/or EAPs to secure COBRA or other documents needed to ensure reinstatement of employment, and to secure benefits coverage throughout the course of treatment.
• Coordinates this information as needed with the billing vendor.
• Completes daily census report and reports it to the National Regional Office (NRO)
• Completes and submits daily outpatient charge sheets.
• Completes and submits daily provider charge sheets.
• Performs all other duties as required or assigned.

Knowledge, Skills and Abilities

• Demonstrates professional behavior reflective of FRN’s Mission Statement, Philosophy and Values.
• Embraces and champions a Patient Centered Care focus throughout the organization.
• Consistently demonstrates through conduct and communications the stability required to credibly and effectively assists patients.
• Possesses a strong working knowledge of Patient’s Rights.
• Demonstrates leadership skills that are empowering, constructive and supportive.
• Demonstrates ability to clearly and succinctly communicate both verbally and in writing; can get messages across that have the desired effect.
• Must have exceptional analytical and problem-solving skills.
• Demonstrates ability to deal with problems in a firm and timely manner; doesn’t allow problems to fester; regularly reviews performance and holds timely discussions; deals effectively with problem or low performing employees.
• Must be able to accurately produce work which requires continual attention to detail.
• Must be able to establish clear directions; set stretching but obtainable objectives; and maintain two-way dialogue on work and while holding the employee accountable for results; able to bring out the best in people.
• Must be able to relate well to all kinds of people both inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
• Ability to exercise good judgment, apply a common sense understanding and successfully handle ambiguity.
• Spends time on what is important; zero’s in on what is critical and can quickly sense what will hinder or help accomplishing a goal; eliminates roadblocks; creates focus.
• Must have strong knowledge of a variety of computer software applications in word processing and spreadsheets (MS Word, Excel).

Education and Experience

• High School diploma/GED; Bachelor’s degree in related-field preferred.
• 3-5 years management or supervisory experience.
• Minimum of 2 years of experience required in insurance verification and/or insurance billing.

Work Environment and Physical Demands

• Constant use of computer requiring manual dexterity and visual acuity.
• Ability to have close visual acuity, to read, write and analyze detailed and complex information.
• The ability to lift, push or pull up to 40lbs. on occasions
• Ability to be physically mobile, climb stairs, traverse the campus on uneven hilly terrain;
• A current, valid driver’s license and a clean driving record is required for use of company vehicles and occasional business travel.
• Due to the 24/7 operational demands, must be available after normal working hours and on holidays to manage emergencies that may arise.

If you are an organized and detail-oriented individual with strong leadership skills, we invite you to apply for the position of Office Supervisor. Join our team and contribute to the success of our office operations.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday

Work Location: In person