Business Office Manager

Duties and Responsibilities

• Supervise office assistant and/or receptionist; meet public and staff; act as administrative assistant if position does not exist; organize, prioritize, and assign work.
• Assure accuracy of all financial reports and records; order supplies as needed and handle maintenance needs on equipment such as copy machines, adding machines/calculators, printers, and computers.

Accounts Receivable Function

• Review admissions for accuracy of payer information.
• Maintain daily census information for each resident of the facility (see Census Function).
• Prepare and bill the responsible party, monthly in accordance with the established due dates on the monthly calendar and as provided by month-end close procedures.
• Timely and thorough follow-up of all receivables billed out of the facility for payment status.
• Proper and timely recording of collection notes on all delinquent accounts.
• Timely reporting of all delinquent accounts to the Administrator.
• Referral of delinquent accounts to approved collection agency/legal attorney after all collection efforts have been exhausted.
• Timely posting of all payments to resident ledgers (see Cash Receipts Function).
• Continuous monitoring of resident ledger accounts for accuracy.

Accounts Payable Function

• Monitor opening of mail to ensure invoices get to proper department heads for coding.
• General ledger coding of all administrative invoices received.
• Verification that all valid invoices are entered into the accounts payable system in a timely manner and in the proper periods.
• Review and check all accounts payable work and make necessary corrections/adjustments as needed.
• Ensure all invoices have been properly authorized for payment by the Administrator.
• Ensuring that all necessary documentation is received and forwarded to A/P for all new vendors, as well as editing current vendor information as needed.
• Obtain W-9 information from all service providers as required by law.
• Communicate with suppliers/vendors concerning questions about invoices, payment dates, etc.

Payroll Function

• Timely transmission of all new hire information to the home office to ensure new employees are entered into the time clock as quickly as possible.
• Proper reporting of all new employees to appropriate state/federal agencies as required by law.
• Daily monitoring of time clock for missing punches, short lunches, missing lunches, etc.
• Responsible for reporting habitual time clock discrepancies to appropriate department heads/supervisors and administrator.
• Setup and maintenance of employee files.
• Processing of payroll information for each payroll period to include total hours, bonuses, PTO, deductions, garnishments, etc.
• Distribute paychecks to employees in accordance with established company procedures.
• Timely reporting to home office of all pay changes, deduction changes, terminations, etc.
• Appropriate and timely filing of reports to state/federal agencies as required by law.
• Ensure proper filing and secure storage of all employee/payroll related information.

Cash Function

• Monitor opening of mail to ensure all payments received are accounted for.
• Check payment processing software for electronic payments received.
• Deposit all funds received and send check register to home office daily.
• Post all payments received daily to appropriate accounts/residents.
• Maintain and reconcile facility bank accounts as directed to include employee fund and resident council.

Census Function

• Reconcile census daily to ensure the manual and financial census’ agree.
• Continuous monitoring of changes that would affect census.
• Ensure that all room changes, transfers, discharges, and leaves of absence are properly recorded and completed in a timely manner.
• Consistent and effective communication with clinical staff to ensure accuracy of billing.
• Report all census discrepancies immediately supervisor.

Other Functions

• Participate in all departmental meetings.
• Greet all visitors to the facility in a courteous and professional manner.
• Communicate effectively and productively with co-workers and staff.
• Supervise work assigned to office assistant and/or receptionist if positions exist.
• Answer telephone calls in a timely manner and direct calls to appropriate staff/departments.
• Return phone messages in a timely manner.
• Be informed about current employment laws, rules and regulations.
• Perform related duties as assigned or as the situation dictates.

Basic Requirements

• Residents always come first, and their needs will be met unless there is a conflict with the needs of others or the organization.
• Residents, resident families, co-workers, and visitors will be treated with respect, dignity, and kindness.
• Support the mission, vision and values of the facility.
• Employee behavior will consistently be in a manner that demonstrates both the employee’s and the company’s commitment to an ethical, honest, and above-board approach in all dealings with employees, customers, suppliers, and the community.
• Report to work on time and for scheduled shifts as attendance is required to perform the duties and responsibilities of this position.