Business Office Manager (71273)

Responsibilities

• Responsible for the overall management of business office activities.
• Coincides with the Central Billing Office on managing insurance payments, including private, Medicare, Medicaid and other managed care; manages refunds for accounts receivable, and maintains appropriate logs and reports, not limited to, resident funds, census records, and case accounts.
• Manages all business functions including but not limited to accounts receivable, accounts payable, resident trust funds and other assigned duties.
• Ensures the financial systems are accurate, efficient, and in accordance with professional accounting practices and governmental regulations.
• Manages insurance payments of Medicare, Medicaid, private insurance, HMOs and hospice billing; verifies payor source; posts payments to various systems; ensures critical deadlines are met.
• Ensures timely receipts of all payments.
• Notifies residents and families of their financial obligations upon or prior to the time of admissions and obtains proper documentation of each newly-admitted resident’s financial obligations - distributed, signed and filed.
• Makes monthly phone calls to responsible parties regarding missing payments; submits Medicaid applications and completes timely follow up on pending cases; enters admission packets into the electronic system within 7 days of admission.
• Maintains monthly logs for outstanding admission packets, new admissions, verifications and pending cases; maintains Medicaid Pending and Pending admission log.
• Implements and monitors the facility’s established system for receiving, depositing, withdrawing and accounting for resident funds and ensures that resident funds are available for the resident or their authorized representative in accordance with established procedures; conducts monthly audit to ensure process is followed.
• Ensures that reports of all transactions and balances of each resident’s funds are reviewed and signed at least quarterly and as required by regulations; and all records relating to resident unsure in an orderly, professional, and secure manner.
• Tracks Census for accuracy; Balances statistical report, census worksheet, and accounts receivable system census reports; Balances to 24-hour nursing report; Adjusts Accounts Receivable and Statistical Reports, when necessary.
• Completes Census Report by status for the previous business day(s), and the Action Summary Report.
• Reconciles Census with Clinical and Admissions; ensuring daily balancing by each payer type daily and verifying that total census is correct.
• Obtains face sheet from admissions and verifies accuracy; Inputs Resident Master information into the accounts receivable system; Updates as necessary.
• Aids in preparing reports for tracking cost reimbursement in relation to census days.
• Generates Transactions (once all changes have been made in PCC) to update the system.
• Obtains information from admissions and assures accuracy and completeness.
• Maintains resident files for all new admissions (for readmissions, places paperwork in the existing chart).
• Maintains copies of resident trust fund agreements and other legal documents pertaining to trust accounts.
• Attends and participates in staff meetings, departmental head meetings, and other center meetings and sits on required committees.
• Gathers A/R ancillary charges; Inputs ancillaries, adjustments, cable charges and beauty and barber charges into computer system; Files ancillary charge slips; Compares amounts on charge slips and credit notices with rate and charge schedules.
• Maintains updated billing manuals.
• Performs other duties, responsibilities and activities may change or assigned at any time with or without notice.

Qualifications

• Associates Degree in Business or Accounting fields; and/or experience in business office operations in long term care or healthcare related field, preferred.
• Possess effective communication skills to maintain positive relationship 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.
• Experience with Microsoft Office applications required.