Business Office Manager

Join Our Team as a Business Office Manager – Shape the Heart of Our Facility’s Operations!

Are you an organized, detail-oriented professional with a strong background in finance, administration, and customer service? We are seeking a dedicated and dynamic Business Office Manager to oversee our facility’s business office operations. In this vital role, you will champion our facility’s goals, live out our mission and values, and role-model customer service excellence for our residents, families, and staff.

Position Overview

• Role: Business Office Manager

• Core Objectives: Oversee daily office operations, manage human resources and payroll facilitation, monitor Accounts Receivable and Resident Trust accounts, maintain precise financial records, and deliver stellar customer service.

Key Responsibilities & Essential Job Functions

1. Resident Trust

• Perform monthly bank reconciliations, maintain bank statements, and ensure cashbox accuracy.

• Issue and write checks as needed, and process resident/responsible party deposits and withdrawals via the Resident Trust online platform.

• Maintain digital receipt files in the O: Drive folders (organized by month) and accurately post individual trust transactions via data entry.

• Prepare and distribute computerized quarterly accounting statements to residents and/or responsible parties on schedule.

• Complete bank reconciliations of the resident trust account and submit them to the facility accountant by the 10th of each month.

• Adhere strictly to Medicare, Medicaid, federal/state regulations, and company policies regarding personal funds.

2. Accounts Receivable (A/R) & Billing

• Handle and oversee incoming A/R payments and billing inquiries, working closely with the home office A/R partner while managing all incoming/outgoing communications.

• Accept A/R payments, issue receipts, follow Cash Receipts procedures for cash, and prepare timely deposits (including copying checks, deposit slips, and records, and scanning details to the FAH Cashier and Billing Specialist on deposit day).

• Review and identify payer sources, verify co-insurance payments, and notify the Nursing and Social Services departments as needed.

• Notify the Billing Department of payer source changes, check Medicare eligibility MVP using MCR beneficiary coverage instructions, and complete the daily census and room summary by 9:00 AM in compliance with the Census Policy.

• File Maine Care Movement Cards as required and update software for address, payer, or insurance category changes.

• Submit bills for Medicare A and B replacement plans directly to the billing department and complete outpatient therapy paperwork/insurance verification in the O: Drive on time.

• Meet with new residents/responsible parties to discuss financial obligations and Resident Trust accounts, explaining Rep Payee, ACH, and credit card policies.

• Conduct collection duties for current/past-due private pay accounts, submit accurate information to the FAH Billing Office, review/sign amended facility contracts upon payer source changes, and maintain current O: Drive files.

• Email medical records requests to FAHs Medical Records Revenue Cycle Specialist within 24 hours of receipt and audit/monitor Maximus documentation (serving as back-up for Maximus referral submissions).

3. Accounts Payable (A/P)

• Manage all facility A/P items and act as the primary contact with the corporate A/P partner.

• Track invoices, statements, and check requests within the A/P software platform, apply appropriate GL codes, and obtain Department Head/Administrator approvals weekly.

• Reconcile facility petty cash, securely maintain the facility safe, and track miscellaneous house accounts (e.g., bottle money, donations).

4. Employee Benefits, Paperwork & Human Resources

• Finalize new hire paperwork using the employment platform to ensure completeness; maintain personnel files, separate healthcare benefit files, and health-related sick notes.

• Partner with management to complete and submit Workers' Compensation First Reports of Injury, acting as primary contact for reporting, record management, and OSHA documentation (kept separate from personnel files).

• Submit payroll paperwork to the Payroll Department while retaining copies in personnel files; review benefit packages with new employees to support onboarding, recruitment, and retention.

• Coordinate with your scheduler on new agency paperwork, submit documentation to payroll for time-keeping entry, reconcile agency invoices in the A/P platform, and manage license/certification tracking in the time-tracking system and personnel files.

• Track employee evaluation dates, prepare evaluation forms for department heads one month prior, and communicate/schedule annual required orientations.

• Complete and post the OSHA 300 and 300A logs yearly on the employee bulletin board (February 1 through April 30).

• Complete I-9 forms within three days of hire, maintain a separate binder for documentation, and follow up on items requiring renewal while upholding accurate and organized filing systems.

5. General Operations & Compliance

• Provide coverage at the Reception Desk as needed.

• Demonstrate strict adherence to facility policies and procedures.

• Attend yearly general orientation, monthly/quarterly BOM training, and all mandatory trainings.

• Take on other duties as assigned by the Administrator.

Qualifications & Skills

• Education & Experience: An Associate’s Degree in Business (or a related field) or commensurate experience in a similar position.

• Accounting & Bookkeeping: Working knowledge and experience with bookkeeping/accounting procedures, filing systems, accounts payable, and accounts receivable.

• Regulatory Knowledge: Working knowledge of Medicare, Medicaid, and federal/state regulations.

• Technical Proficiency: Intermediate-level knowledge of the Microsoft Office Suite (Word, Excel), email, calendar software, online business platforms, and the ability to nimbly adapt to multiple software platforms.

• Communication & Interpersonal Skills: Professional verbal and written communication experience; ability to read, write, hear, and speak English clearly. Skilled at adjusting to diversified personalities with tact, courtesy, and sound judgment when interacting with residents, families, visitors, the public, employees, and affiliates.

• Organizational Excellence: Highly detail-oriented to ensure records for accounts receivable, payroll, employee files, accounts payable, and resident personal funds are accurate, timely, and compliant. Capable of working under close supervision or independently, meeting tight deadlines despite frequent interruptions.

Ready to make a positive impact in our community? Apply today to join our dedicated team!