Bsiness Office Assistant

Job Summary

The primary purpose of this position is to assist in the day-to-day accounting functions of the facility in accordance with current acceptable accounting and cost reimbursement principles relating to the long-term care operation.

Duties and Responsibilities

• Update manual census and reconcile against QC.
• Prepare Medical ARF/TAR with appropriate attachments on a timely basis and update Cal-Optima visit log.
• Fax and update Medi-Cal approved ARF to Cal-Optima and end in QC.
• Post Medical RA received to appropriate resident account and reconcile cash report.
• Maintain copies of all debits/credits authorization payments issued to each resident.
• Monitor and collect accounts receivables. Report delinquent accounts to the Office Manager/Administrator.
• Research aged balances on aging and identify accounts for adjustment, communicating to BOM if assistance is needed.
• Verify Medical eligibility (monthly) and update batches throughout the month.
• Maintain complete Medical eligibility (certs) monthly.
• Update Quick-Care for any SOC changes and send revised statements.
• Make collection follow-up calls.
• Prepare legal referrals on unpaid share of cost accounts.
• Prepare and respond to Cal-Optima for monthly NCS requests.
• Prepare write-offs on uncollectible accounts and process refunds.
• Prepare and mail statements.
• Enter new residents into our billing system (Quick Care).
• Prepare and submit weekly & monthly Medical electronic claims by deadlines.
• Assist residents, families, department heads, and vendors with billing questions.
• Enter monthly ancillary charges assigned at month end.
• Prepare daily census and distribute report for stand-up meeting.
• Prepare daily banking deposits.
• Prepare private statements monthly.
• Reconcile month-end manual census by 12 noon of the first working day.
• Reconcile Medical month-end cash.
• Aid residents, families, and staff with Medi-Cal applications and annual Redemptions.
• Attend weekly A/R reviews with BOM & Executive Director.
• Aid residents with Social Security changes of address or becoming payees.
• Provide weekly updates of Medical pending cases to BOM & Executive Director.
• Maintain approved Medical authorization (ARF) in A-Z binder.
• Maintain monthly NCS billing with supported invoices and DHS-6118 forms in binder by year.
• Maintain private collection binder with notes on unpaid share of cost accounts.
• Maintain monthly working aging binder.
• Maintain Cal-Optima visit log with Cal-Optima census in binder by month.
• Maintain MC171 and D-8 alerts with follow-up documentation in binder.
• Perform administrative functions as necessary or directed.

Staff Development

• Attend and participate in workshops, seminars, etc., to stay updated in the long-term care field.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
• Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard.

Safety and Sanitation

• Follow established safety regulations, including fire protection/prevention, smoking regulations, infection control, etc.
• Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

Equipment and Supply Functions

• Ensure an adequate supply of accounting supplies and equipment are on hand to meet the day-to-day operational needs of the facility.
• Report equipment and office supply needs to the Office Manager.
• Request repairs for office equipment as necessary.

Resident Rights

• Maintain confidentiality of all resident information.
• Knock before entering a resident’s room.
• Ensure the resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property, and civil rights, including the right to wage complaints, are well established and maintained at all times.

Physical and Sensory Requirements

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write the English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/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 function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this facility which may include a medical and physical examination.
• Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
• Requires repetitive hand motion.
• Minimal lifting and carrying requirements.
• May be necessary to assist in the evacuation of residents during emergency situations.