Business Office Manager

About the Role

The Business Office Manager oversees the daily operations of the facility’s office to attain facility goals while living the mission and values of Stillwater Health Care. This role includes oversight of human resources, facilitation of payroll, management and monitoring of Accounts Receivable, maintenance of financial records, and role-modeling customer service excellence.

Qualifications

• Working knowledge and experience with bookkeeping/accounting procedures
• Expertise with accounts payable / accounts receivable procedures
• Intermediate level knowledge of Microsoft Office Suite (Word, Excel), as well as e-mail and calendar software
• Strong customer service focus
• Professional communication experience, verbal and written (e.g., phone, e-mail)
• Experience working with online business platforms
• Associates Degree in Business (or related field) or commensurate experience in a similar position

Skills

• Organize and maintain adequate bookkeeping records/filing systems
• Detail-oriented to ensure accuracy in accounts receivable, payroll, employee records, accounts payable, and resident personal funds
• Ability to work both under close supervision and independently, following verbal and written instructions
• Perform tasks on time despite frequent interruptions
• Adjust to diversified types of personalities, using tact, courtesy, and judgement in dealing with residents, families, visitors, employees, and affiliates
• Adapt and use multiple software platforms nimbly
• Working knowledge of Medicare and Medicaid, as well as federal and state regulations
• Read, write, and speak English clearly

Responsibilities

Resident Trust

• Perform monthly bank reconciliation, maintain bank statements, and ensure accuracy with cashbox
• Issue/write checks when needed
• Process deposits and withdrawals by residents and/or their responsible parties through Resident Trust online platform
• File scan of receipts in the O: Drive folders (by month)
• Complete accurate posting of trust transactions (data entry by individual resident)
• Prepare computerized quarterly accounting statements of individual resident trust accounts and send to the resident and/or appropriate responsible party as scheduled
• Perform bank reconciliation of resident trust account and submit to facility accountant by the 10th of each month
• Adhere to Medicare and Medicaid regulations, as well as federal and state regulations and company policy as related to personal funds

Accounts Receivable

• Handle and oversee incoming accounts receivable payments/billing information issues at the facility
• Work closely with Accounts Receivable (A/R) partner at the home office
• Manage incoming/outgoing communication related to Accounts Receivable
• Accept A/R payments from resident or responsible party, issuing receipts as requested (follow Cash Receipts procedure for cash payments)
• Prepare timely deposits, recording detail on deposit record sheet, copies checks and deposit slip and deposit record, and report amount to FAH Cashier and Billing Specialist via scan to email the day of the deposit
• Review and identify payer source as needed on individual insurance policies
• Verify co-insurance payments, per the individual insurance policies, and notify respective Nursing and Social Services departments as needed
• Notify respective Billing Department of payer source changes as needed
• Check all current and potential residents for Medicare eligibility MVP as needed, using MCR beneficiary coverage instructions
• Complete census and room summary daily by 9am; follow all procedures pertaining to census, per the Census Policy
• File Maine Care Movement Cards as required
• Update software of changes of residents’ addresses, payor, insurance categories, etc.
• Submit bills received at the facility for Medicare A and Medicare B replacement plans (patient) directly to the billing department for processing
• Complete all paperwork for outpatient therapies, verify insurance, and file in resident’s folder on the O: Drive on time
• Meet with new residents and responsible parties to discuss financial responsibilities of the resident to the facility, and the resident trust account
• Explain the Rep Payee, ACH Policy, and credit card policy to the resident and/or responsible party
• Perform collection duties relating to current and past due accounts as outlined in Collections Private Pay Policy and Procedure
• Submit accurate and complete information to the FAH Billing Office (or file in Resident O:Drive folder)
• Review and sign amended facility contract upon payer source change as needed and file in the O: Drive; work with Social Services team when a contract is expected and not yet received
• Maintain current and accurate resident files in the O: Drive
• Submit medical records requests to FAH’s Medical Records Revenue Cycle Specialist office via e-mail within 24 hours of receipt of the request and follow all pertaining procedures
• Audit/Monitor Maximus documentation required to maintain MaineCare coverage; serve as back-up person for submission of the Maximus referral

Accounts Payable

• Handle all accounts payable (A/P) items at the facility; act as primary contact with corporate A/P partner
• Keep track of invoices, statements, and check requests
• Manage invoices in A/P software platform, apply appropriate GL codes, and submit to Department Head and/or Administrator for signature and approval each week
• Reconcile facility petty cash and maintain facility safe securely
• Keep track of miscellaneous house accounts (bottle money, donations, etc.)

Employee-Related Benefits, Paperwork, Documentation

• Assist with finishing new hire paperwork, ensuring accuracy and completeness
• Maintain personnel file for each employee using employment platform to gather new hire paperwork
• Maintain a separate file for healthcare benefits, as well as health-related sick notes/documentation
• Complete and submit Workers Compensation First Report of Injury with the manager, and act as primary contact for workers compensation related reporting, record management, and OSHA documentation; keep files separate from personnel file
• Submit all employee-related payroll paperwork to Payroll Department; retain documentation in the personnel file
• Review benefit package with new employees, sharing benefits information to assist with on-boarding, recruiting, and retaining facility employees
• Complete all new agency paperwork with your scheduler and submit to payroll department to be entered into the timekeeping system
• Reconcile agency invoices and submit to the A/P platform for approval (follow agency invoice reconciliation procedure)
• Track all licenses and certifications in the time tracking system; maintain licenses/certifications in personnel file
• Track all employee evaluation dates, prepare evaluation documents, and deliver to appropriate department heads one month prior to evaluation date; communicate/schedule annual required orientation
• Complete OSHA 300 and 300A log yearly, and post OSHA 300 Log on the employee bulletin board each year (Feb 1 through April 30)
• Complete I-9 forms within three days of new employee’s date of hire, maintain documentation in a separate binder, and follow up on all worker documentation that requires renewal
• Maintain accurate and organized filing systems

Reception Desk

• Provide coverage as needed
• Demonstrate adherence to facility policies and procedures
• Attend yearly general orientation, monthly/quarterly BOM training, and all mandatory trainings

Additional Duties

• Other duties as assigned by the Administrator