Saratoga Retirement Community - Business Office Assistant

About the role

Location: Saratoga Retirement Community, 14500 Fruitvale Ave Building 3000, Saratoga, CA 95070. Join our upscale retirement community – a vibrant, 5‑star, 94‑bed Skilled Nursing Facility. We seek dedicated, compassionate team members to support our mission of resident well‑being, professional growth, and mutual respect.

Responsibilities

• Ensure all interactions with residents, families, vendors, and team members are conducted with high professionalism.
• Support maintenance of accounting records and ledgers; ensure monthly reconciliations and transactions comply with organizational standards and confidentiality.
• Maintain familiarity with Medicare, Medi‑Cal, HMO plans, and long‑term care insurance guidelines.
• Assist as backup for Admissions on pre‑authorizations and verification of benefits for all insurances/payers; second check of Medi‑Cal working file upon admission.
• Complete benefit verifications and authorizations for Part B/Managed B/outpatient therapies.
• Run monthly Medi‑Cal eligibility verification.
• Work with residents/families on Medi‑Cal redeterminations.
• Complete necessary Medi‑Cal TARs and bed‑hold authorizations.
• Verify and update demographics and census/rates in PCC for new move‑ins.
• Update and maintain census changes for AL, MC, and SNF in PCC.
• Complete monthly long‑term care insurance filings for residents paying for that service.
• Manage accounts and incoming payments per financial policies; ensure accurate, timely processing.
• Sort and distribute incoming mail.
• Distribute and manage bills; ensure efficient banking and deposit procedures; enter ancillary charges.
• Assist residents with billing inquiries; aid in resolution of billing concerns.
• Attend daily SNF stand‑up, weekly PDPM meetings, and monthly triple check.
• Communicate closely with Transforming Age AR Team to ensure accuracy in PCC and billing; provide information for month‑end close, monthly billing, payments, and claim follow‑up.
• Verify resident available days and continued authorizations.
• Provide support and assistance to NHA and ED as requested.
• Complete and assist with inputting daily payroll time correction sheets.
• Process bi‑weekly payroll for skilled staff; assemble daily skilled payroll report packets and upload to shared drive.
• Input contract hours (Agency/Registry for LNs/CNAs) into On Shift.
• Run skilled daily payroll reports (meal penalties, missed punches, overtime, etc.).
• Promote the Mission, Vision, and Values of Transforming Age; demonstrate commitment to Culture of Excellence and strategic goals.
• Perform other duties as assigned.

Requirements / Qualifications

• High school diploma or equivalent.
• Experience in SNF billing and accounts receivable a plus.
• Knowledge of payroll processes and DHPPD.
• Knowledge of, or ability to quickly learn about, Medicare, Medi‑Cal, HMO plans, and long‑term care insurance.
• Excellent interpersonal and communication skills; ability to work well with staff and external constituents.
• Strong organizational skills to capture and share accurate information in a fast‑paced environment.
• Exercise caution and respect confidentiality while handling sensitive information and transactions.
• Demonstrate excellent interpersonal and communication skills, collaborating effectively with staff and external stakeholders.
• Ability to maintain confidential and meticulous records, ensuring accuracy and integrity.
• Display exceptional organizational skills and meticulous attention to detail.
• Proficient in Microsoft Office Suite or related programs, and other accounting systems; ability to learn systems quickly.
• Ability to multitask effectively, managing multiple responsibilities.

Pay

Pay Rate: $26‑$30 per hour (DOE).