Business Office Manager

About the Role

To plan, organize, develop, and operate the Business Office in accordance with current Federal, State, and local regulations, standards, guidelines, and facility policy. Responsibilities include managing human resources systems and processes, overseeing reception operations, and directing patient/resident financial services.

Responsibilities

Human Resources

• Assist department managers with the hiring process, including recruiting, screening, interviews, reference checks, and verifying qualifications of potential staff.
• Ensure Livescan fingerprint criminal background checks (if necessary) and drug screenings are initiated prior to hire.
• Complete OIG Fraud Exclusion register verification and sex offender registry verifications prior to hire and annually.
• Verify Health Care Worker Registry prior to hire and annually.
• Maintain up-to-date employment history for current and terminated employees.
• Manage the onboarding process for new staff, including time clock enrollment and software login requests.
• Maintain confidential employee files, ensuring professional licenses, CPR certifications, physicals, TB test results, and continuing education compliance.
• Perform edits in the payroll software system and submit documentation to the AMS Payroll Specialist for processing.
• Coordinate with department managers to ensure staff performance reviews and competencies are completed per policy.
• Ensure department managers maintain current and up-to-date staffing schedules using the payroll software system.
• Audit staffing hours daily and report to the Administrator to ensure regulatory and budgetary compliance.
• Act as the facility’s benefits coordinator for health, dental, life insurance, 401K, COBRA, FMLA, and personal leave of absence.
• Track staff attendance and ensure compliance with dress code and uniform policy.
• Order employee supplies (e.g., business cards, service award pins) via the Alden store.
• Process Workers’ Compensation claims timely and report status updates to the Administrator.
• Maintain the OSHA 300 Log on an ongoing basis.
• Process unemployment claims.

Reception

• Recruit, screen, interview, check references, and verify qualifications of potential reception staff.
• Coordinate onboarding and hands-on training for receptionists.
• Complete staffing schedules and assignments to expedite tasks and mitigate overtime.
• Assess the reception area daily for compliance with dress code, task completion, and procedural adherence.
• Secure office equipment and supplies within budgetary constraints and ensure proper maintenance.
• Complete performance reviews as indicated.

Resident Financial Services

• Hold, safeguard, manage, and account for residents’ personal funds, including resident banking and distribution of trust fund statements.
• Obtain required signatures on admission forms and complete necessary documents for resident files.
• Receive and deposit account receivables according to procedure.
• Make efforts to collect past due balances to reduce accounts receivable and participate in A/R collection meetings.
• Assist AMS liaisons and resident representatives with the Medicaid application process.
• Complete various agency resident reports, such as the Representative Payee Report.
• Participate in the development, maintenance, and implementation of the facility’s Quality Assessment and Performance Improvement (QAPI) programs.
• Perform other duties as assigned by the Administrator.

Requirements

• Bachelor’s Degree preferred in a related field (e.g., human resources, business management, communication, administration, public relations) or relevant coursework.
• Three years of experience in at least one of the above areas within the healthcare field.
• Ability to read, write, and speak English effectively and communicate clearly.
• Proficient with Microsoft Office and other computer skills required to manage and direct software programs essential to facility operations.
• Ability to deal tactfully and work effectively with residents, families, personnel, support agencies, and the general public.
• Ability to make independent decisions in the best interest of patients/residents and staff when necessary.
• Demonstrated ability to handle confidential data with professional discretion.
• Qualities of empathy, compassion, understanding, enthusiasm, and humor to interact effectively with patients, residents, families, and staff.
• Ability to understand and manage emotional needs of yourself and others.

Physical Requirements

• Ability to move intermittently throughout the workday.
• Ability to cope with mental and emotional stress associated with the position.
• Adequate sight and hearing (or use of prosthetics) to perform required functions.
• Good general health and emotional stability.
• Ability to relate to and work with ill, disabled, elderly, emotionally upset, and occasionally hostile individuals.
• Ability to operate office and business machines.
• Ability to occasionally move and lift supplies and equipment.
• Ability to function independently, with flexibility, personal integrity, and effectiveness in interactions with residents, family members, staff, and support agencies.
• Subject to exposure to infectious waste, diseases, conditions, etc., including HIV, AIDS, and Hepatitis B virus.