Business Office Manager

About the role

The Private Duty Business Office Manager is responsible for the overall direction of Private Duty operations through oversight and direct involvement in the recruiting, personnel file management/compliance, scheduling, billing, and payroll processes of the company. The manager initiates, implements and evaluates goals and objectives for business operations which meet and promote the standards of quality and contribute to the success of the total organization.

Essential Functions

• Promote and exemplify Company mission, vision and values at all times.
• Demonstrate professionalism and responsiveness with office staff, field staff, prospective clients, and others who may communicate with the agency.
• Conduct regular personnel file record reviews and communicate findings and recommendations to Administrator and other appropriate agency personnel.
• Oversee employee electronic personnel file maintenance (i.e., monthly HR compliance, licensure checks, etc.).
• Promote the planning, implementation, and evaluation of in-service and continuing education programs.
• Oversee and be responsible for all clerical/nonclinical processes within the Agency that support clinical operations and excellence in internal and external customer service; may perform data entry.
• Provide leadership over visit verification (payroll), scheduling & care coordination support staff to ensure accurate and timely billing and payroll.
• Provide guidance and counseling to scheduling coordinators and staff to assist them in continually improving all aspects of private duty services.
• Collaborate with billing staff to resolve any billing discrepancies or issues; participate in developing and implementing billing policies and procedures to streamline processes and improve efficiency.
• Manage Visit Verification (payroll) support staff to ensure accurate and timely payroll processing; verify timecards and ensure compliance with labor laws and company policies; resolve payroll discrepancies and address employee inquiries regarding pay and benefits; collaborate with finance department to ensure payroll compliance with budgetary constraints and margin goals.
• Assist scheduling coordinators to develop skills and techniques in evaluating the performance of service delivery personnel.
• Conduct annual evaluations of direct reports, or more frequently if indicated.
• Responsible for generating reports that evaluate agency business & financial activities and measure overall effectiveness.
• Maintain or delegate the maintenance of adequate and appropriate inventory supplies and equipment for the provision of client services.
• Responsible for planning, overseeing and/or conducting orientation for new agency personnel.
• Assist in the development of organization goals.
• Develop, recommend, and administer organization policies and procedures.
• Support efforts to ensure compliance with local, state and federal laws regarding licensure and certification of agency personnel as applicable.
• Stay informed about changes in the field of private duty, skilled and non-skilled home care; share information with appropriate agency personnel.
• Promote private duty referrals in the health care community as needed.
• Assist in the formulation, revision, implementation, and evaluation of policies and procedures, and strategic goals and objectives.
• Demonstrate behaviors that support organization mission and values.
• In the absence of the Administrator, the Business Office Manager may become the acting Administrator and will be vested with authority to act on behalf of the Administrator.
• May be required to provide after-hours or on-call support, as needed.
• Other duties as assigned by the Administrator.

Supervisory Responsibilities

Supervises full-time and on-call Schedulers/Care Coordinators, Visit Verification Coordinators, Support Specialists, Sr. Home Health Aides, Drivers (if applicable), as well as field staff (in collaboration with DOCs/CMs).

Requirements

• Education: High school graduate with a bachelor’s in administration or healthcare leadership preferred.
• Experience: Minimum of 2 years’ office experience required; healthcare environment preferred. Experience in management of hospice operations, community resources, healthcare operations, and leadership preferred.
• Licensure: Not required.
• Skills: Working knowledge of community resources and Microsoft Office products; proven ability to supervise and direct professional and administrative personnel in a multi-site home health/hospice environment; self-directed and motivated; ability to establish and maintain effective working relationships with the Interdisciplinary Group/Team (IDG/T) and the community; ability to maintain confidential information; knowledge of state and federal regulations.
• Transportation: Reliable transportation and valid auto liability insurance.

Physical Requirements

• Range of motion and mobility to include sitting, standing, walking, bending, stooping, squatting, kneeling, lifting and reaching.
• Ability to communicate with patients, families, physicians, co-workers, and visitors to exchange accurate information regarding patient condition and health status.
• Ability to exchange and express information by means of language and communicate information effectively.
• Ability to hear the nature of sounds.
• Ability to give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times.
• Ability to make independent judgments and decisions.
• Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to monitor/assess the performance of yourself and others and to make improvements or take corrective action.
• Ability to view the computer screen.
• Ability to perform mathematical calculations.
• Ability to review, assess, record or type data quickly and accurately.
• Ability to determine resources needed to provide quality patient care.
• Ability to travel to office/support center locations as needed for education purposes.