POSITION: Business Office Manager
REPORTS TO: Administrator
SUMMARY OF POSITION: The Business Office Manager is responsible for the timely input of information within the accounting systems at the nursing facility and those, which interface with the home office. The Business Office Manager directs the overall administrative activities in accordance with current applicable Federal, State and local standards, guidelines and regulations, and as directed by the Administrator, to assure the proper administrative procedures are maintained at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assist in planning, developing, organizing, implementing, evaluating, and directing the administrative office policies and procedures.
Interpret the facility’s policies and procedures to personnel, residents, family members, visitors, etc as directed by the Administrator.
Organize, evaluate and monitor business office operations and assigned personnel in accordance with established policies.
Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Administrator as required.
Review and develop a plan of correction for deficiencies noted during survey inspections and provide a written copy of such plan/corrections to the Administrator.
Consult with department supervisors concerning their administrative needs, and other related areas, to assist in eliminating/correcting problem areas, and/or improvements of services.
Provides information to resident/families as necessary, or refer to appropriate department or agency.
Ensure that administrative personnel follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
Ensure that an adequate supply of office supplies and equipment are on hand to meet the day-to-day operational needs of the facility
Collates census information from the nursing floors, ensures the accurate and timely reporting of the census in the Billing system and Census tracking system. Reconcile census on a daily basis to ensure accuracy.
Inputs resident financial information within the billing system and maintains accurate and complete financial data for each of the residents, both with the computer system and a hard copy resident file.
Maintain resident trust fund according to Federal, State, and facility guidelines; properly safeguard resident funds and valuable entrusted to the business office; and deposit all funds received per facility policy.
Maintain insurance programs concerning liability, Worker’s Compensation, etc., as directed.
Reviews billings generated by the CBO and/or is responsible for the direct billing of certain payers (such as Medicaid, etc.).
Collection of all accounts receivable, including face to face, phone calls, and letters.
Maintains trust account records and abides by all regulations.
Complies with laws and regulations applicable to position and acts in accordance with Company Compliance Program.
Meet with residents to discuss financial obligations.
Maintain confidentiality of all pertinent resident care information to assure resident rights are protected.
Make deposits by using scanners and going to the bank.
Other duties as assigned.
KNOWLEDGE: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of laws, regulations and guidelines pertaining to long term care administrative procedures.
SKILLS:
Effective verbal and written communication skills
Understanding written sentences and paragraphs in work related documents.
Actively looking for ways to help people.
Communicating effectively in writing as appropriate for the needs of the audience.
ABILITIES:
Ability to relate positively, effectively, and appropriately with residents, families, community members, volunteers, and other facility staff. Possess special interest in working with long-term care residents and the elderly.
The ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing proper administrative procedures and maintaining a sound operation.
The ability to make independent decisions when circumstances warrant such actions.
EDUCATION, EXPERIENCE, and TRAINING:
Computer literacy skills (Microsoft Outlook, Microsoft Office, Internet)
High School Diploma
First level accounting, or basic bookkeeping course or prior long-term care bookkeeping experience is strongly recommended.
One to three years of professional experience and/or training; or equivalent combination of education and experience.
WORK SCHEDULE:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Employee may be required to work beyond normal hours and on weekends, holidays, evenings and nights as needed. The noise level in the work environment is usually quiet to moderate.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is frequently required to talk or hear. The employee is required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; and smell. Significant physical activities including standing, lifting (up to 60 pounds unassisted), bending, stooping, pushing, pulling and twisting. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.
Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Designation of essential and marginal functions is for the purpose of compliance with the Americans with Disability Act (ADA). All employees are required to perform all job duties, consistent with the ADA. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.
