Business Office Manager

Business Office Manager 151 bed dually certified nursing home A Business Office Manager in a Skilled Nursing Facility (SNF) oversees the financial and administrative operations of the facility. They manage billing, insurance claims, payroll, and resident accounts while ensuring compliance with regulations. This role requires strong organizational and communication skills to coordinate with staff, residents, and families. They also handle accounts receivable, collections, and financial reporting to support the facility’s financial health. DEPARTMENT: Administration SUPERVISOR: Administrator FLSA Status: Non-Exempt DUTIES AND RESPONSIBILITIES Maintain accounts receivable, payroll, resident trust (backup), banking deposits, daily census and applicable monthly, quarterly and annual reports pertaining to cost reimbursement reporting. Perform all accounting functions of the facility in accordance with current generally accepted accounting principles and cost reimbursement principles relating to long-term care. Supervise office assistant and/or receptionist (if applicable); meet public and staff; act as administrative assistant if position does not exist; organize, prioritize and assign work; assure accuracy of all resident financial reports and records. The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current prevailing federal and state regulations and established company policies and procedures. ACCOUNTS RECEIVABLE FUNCTION Review admissions for accuracy of payer information, available coverage, secondary payers and qualifying hospital stays. Verification of insurance benefits based on level of care provided. Communicate with individual insurance companies on submitting timely required updates during the residents’ stay. Maintain daily census information for each resident of the facility (see Census Function). Prepare and bill appropriate paying agencies (Private, Medicare, Medicaid, Private Insurance, Veterans Administration, Workers Comp, etc.) monthly in accordance with the established due dates on the monthly calendar and as provided by month-end close procedures. Timely and thorough follow-up of all receivables billed out of the facility for payment status. Proper and timely recording of collection notes on all delinquent accounts, including but not limited to conferences with the residents and/or their representatives documented. Timely reporting of non-collectible accounts to the Administrator. Appropriate write-off of delinquent accounts after all collection efforts have been exhausted. Timely posting of all payments to resident ledgers (see Cash Receipts Function). Continuous monitoring of resident ledger accounts for accuracy. PAYROLL FUNCTION Timely transmission of all new hire information to home office to ensure new employees are entered into the time clock as quickly as possible. Working with the Human Resources department to ensure MSDH and CMS regulatory compliance is met with all new hires and rehires. Daily monitoring of time clock for missing punches, short lunches, missing lunches, etc. Responsible reporting of habitual time clock discrepancies to appropriate department heads/supervisors and administrator. Setup and maintenance of employee files, as applicable. Processing of payroll information for each payroll period to include total hours, bonuses, PTO, deductions, garnishments, etc. Assist employees on assuring the accuracy of their paychecks as needed. Timely reporting to home office of all employee status changes, terminations, etc. RESIDENT TRUST FUNCTION Ensure that all resident funds are maintained in accordance with current state/federal guidelines. Dispense resident trust funds as requested from residents and obtain proper signatures for withdrawn funds. Deposit and post all receipts into the resident trust fund on a daily basis. Closely monitor accounts on a continuous basis to ensure accounts do not get overdrawn or exceed the maximum limit as established by state law. Provide each resident/responsible party with a quarterly accounting of his/her funds managed by the facility. Reconcile and replenish resident trust petty cash as often as needed to ensure funds are always on hand for resident withdrawals. Maintain all signed withdrawal forms in an individual file for each resident. Reconcile resident trust bank account monthly and post interest earned to resident trust accounts. Review balances every month with the Administrator. CASH FUNCTION Monitor opening of mail to ensure all payments received are accounted for. Deposit all funds received and send check register to home office daily. Post all payments received daily to appropriate accounts/residents. Monitor communication received to ensure check registers agree and all service/bank charges are properly recorded on local accounts. Reconcile and replenish all petty cash accounts at least once a month, more often if necessary. CENSUS FUNCTION Knowledgeable of reconciling census daily to ensure the manual and financial census’ agree. Continuous monitoring of payer changes that would affect census. Ensure that all room changes, transfers, discharges and leaves of absence are properly recorded and completed timely. Consistent communication of census information to service providers to ensure accuracy of billing. Consistent and effective communication with clinical staff to ensure accuracy of billing. Report all census discrepancies immediately to the Administrator. OTHER FUNCTIONS Participate in all departmental meetings and Medicaid pending meetings. Keep accurate Medicaid pending lists and assist residents’ and/or their representatives on filings, applications, etc. Greet all visitors to the facility in a courteous and professional manner. Give tours to potential new residents, as needed. Communicate effectively and productively with co-workers and staff. Answer telephone calls in a timely manner and direct calls to appropriate staff/departments. Be informed about current employment laws, rules and regulations. Perform related duties as assigned or as the situation dictates (other duties as assigned). QUALIFICATIONS Education Required: High School diploma or equivalent. Education Preferred: Bachelor’s degree in accounting or business administration. Experience: At least two full years of office experience, preferably in long-term care experience or Medicare/Medicaid billing or human resource duties and payroll. Must have previous accounting, bookkeeping and collection experience. Job Knowledge: Ability to speak, read, write and understand English. Knowledge of insurance procedures and contracts, experience with Medicare, Medicaid, Commercial insurance and Managed Care billing. Use computers to enter, access and retrieve financial data via spreadsheets and accounting software. Knowledge of Microsoft Word products. Operate various machines calculator, fax machines, telephone systems, desktop computer, credit card machine. Requires face-to-face contact with residents, families, and employees. Must be friendly, creative, handle stress, sympathetic, and accept responsibility. Standards: Knowledge of and ability to meet regulations of: Centers for Medicare and Medicaid Services (CMS); State Health Department; State Food Codes; OSHA, Life Safety Codes; Facility Policies and Procedures recblid 0dqjqxsx1n0wg79lxra2cdfoh2w32o