Business Office Manager

Purpose of Position:

The Business Office Manager oversees the daily operations of the facility’s office in manner consistent with attaining facility goals while living the mission and values of the facility. The duties include oversight of human resources, facilitation of payroll, management and monitoring of Accounts Receivable, maintenance of financial records and role-modeling customer service excellence.    

Qualifications:

• Working knowledge and experience with bookkeeping/accounting procedures.
• Expertise with accounts payable / accounts receivable procedures.
• Intermediate level knowledge of Microsoft Office Suite (Work, Excel), as well as e-mail and calendar software.
• Strong customer service focus.
• Professional communication experience, verbal and written (e.g., phone, e-mail).
• Experience working with on-line business platforms.

Skills:

• Organize and maintain adequate bookkeeping records/filing systems.
• Detail oriented and in order to assure that records concern accounts receivable, payroll, employee records, accounts payable, and resident personal funds are accurate, timely and in compliance with regulation and company policy.
• Work both under close supervision and independently, following verbal and written instructions.
• Perform tasks on time despite frequent interruptions.
• Adjust to diversified types of personalities, using tact, courtesy and judgement in dealing with varying situations; including residents and their families, visitors, the public, employees, and affiliates
• Nimbly adapt and use multiple software platforms.
• Working knowledge of Medicare and Medicaid, as well as federal and state regulations.
• Read/Write English, as well as hear and speak clearly

Education/Requirement:

The Business Office Manager must have an Associates Degree in Business (or related field) or commensurate experience in a similar position.

Essential Job Functions & Responsibilities:

Resident Trust

• Performs monthly bank reconciliation, maintains bank statements and ensures accuracy with cashbox
• Issues/Writes checks when needed
• Processes deposits and withdrawals by residents and/or their responsible parties through Resident Trust on-line platform
• Files scan of receipts in the O: Drive folders (by month)
• Completes accurate posting of trust transactions (data entry by individual resident)
• Prepares computerized quarterly accounting statements of individual resident trust accounts and sends to the resident and/or appropriate responsible party as scheduled
• Performs bank reconciliation of resident trust account and submits to facility accountant by the10th of each month
• Adhere to Medicare and Medicaid regulation, as well as federal and state regulations and company policy as related to personal funds

Accounts Receivable

• Handles and oversees incoming accounts receivable payments/billing information issues at the facility.
• Works closely with Accounts Receivable (A/R) partner at the home office
• Manages incoming/outgoing communication related to Accounts Receivable
• Accepts A/R payments from resident or responsible party, issuing receipts as requested (follow Cash Receipts procedure for cash payments)
• Prepares timely deposits, recording detail on deposit record sheet, copies checks and deposit slip and deposit record, and reports amount tm FAH Cashier and Billing Specialist via scan to email the day of the deposit
• Reviews and identifies payer source as needed on individual insurance policies
• Verifies co-insurance payments, per the individual insurance policies, and notifies perspective Nursing and Social Services departments as needed
• Notifies respective Billing Department of payer source changes as needed
• Checks all current and potential residents for Medicare eligibility MVP as needed, using MCR beneficiary coverage instructions
• Completes census and room summary daily by 9am. Follow all procedures pertaining to census, per the Census Policy
• File Maine Care Movement Cards as required
• Updates software of changes of residents’ addresses, payor, insurance categories, etc.
• Submits bills received at the facility for Medicare A and Medicare B replacement plans (patient)directly to the billing department for processing (see Billable Supplies Section)
• Completes all paperwork for outpatient therapies, verifies insurance and files in resident’s folder on the O: Drive on time (see 9. R PT OT ST NF Inpatient Outpatient Therapy Policy &Procedure)
• Meets with new residents and responsible parties to discuss financial responsibilities of the resident to the facility, and the resident trust account (see 1.C Resident Financial Obligations)
• Explains the Rep Payee, ACH Policy, and credit card policy to the resident and/or responsible party (see ACH Transfers and Rep Payee Policies)
• Performs collection duties relating to current and past due accounts as outlined in Collections Private Pay Policy and Procedure.
• Submits accurate and complete information to the FAH Billing Office (or filed in Resident O:Drive folder)
• Amended facility contract is reviewed and signed upon payer source change as needed – and filed in the O: Drive; working with Social Services team when a contract is expected and not yet received.
• Maintains current and accurate resident files in the O: Drive
• Submits medical records requests to FAHs Medical Records Revenue Cycle Specialist office via e-mail within 24 hours of receipt of the request and follows all pertaining procedures (reference Medical Request Policy)
• Audits/Monitors Maximus documentation required to maintain MaineCare coverage. Service as back-up person for submission of the Maximus referral

Accounts Payable

• Handles all accounts payable (A/P) items at the facility; acts as primary contact with corporate A/P partner.
• Keep track of invoices, statements, and check requests
• Manages invoices in A/P software platform, applies appropriate GL codes, and submits to Department Head and/or Administrator for signature and approval each week? Reconciles facility petty cash, and maintains facility safe securely
• Keeps track of miscellaneous house accounts (bottle money, donations, etc.)

Employee-Related Benefits, Paperwork, Documentation

• Assist with finishing new hire paperwork, ensuring accurate and complete
• Maintains personnel file for each employee; using employment platform to gather new hire paperwork
• Maintains separate file for healthcare benefits, as well as health-related sick notes/documentation
• Working with the manager, completes and submits Workers Compensation First Report of Injury, and acts as primary contact for workers compensation related reporting, record management, and OSHA documentation; keeping files separate from personnel file
• Submit all employee related payroll-related paperwork to Payroll Department; retaining documentation n the personnel file
• Review benefit package with new employees, sharing benefits information in a way that assists the facility with on-boarding, as well as recruiting and retaining facility employees
• Working with your scheduler, completes all new agency paperwork, submitting to payroll department to be entered into the time keeping system
• Reconcile agency invoices, submits to the A/P platform for approval (follow agency invoice reconciliation procedure)
• Tracks all licenses and certifications in time tracking system (see Procedure to Track Certifications); maintains licenses/certifications in personnel file
• Tracks all employee evaluation dates, prepares evaluation documents and delivers to appropriate department heads one month prior to eval date; communicate/schedule annual required orientation
• Completes OSHA 300 and 300A log yearly, and posts OSHA 300 Log on the employee bulletin board each year (Feb 1 through April 30)
• Completes I-9 forms within three days of new employee’s date of hire, maintains documentation in a separate binder, follows up on all worker documentation that requires renewal
• Maintains accurate and organized filing systems

Reception Desk – coverage as needed

Demonstrates adherence to facility policies and procedures

Attends yearly general orientation, monthly/quarterly BOM training, and all mandatory trainings

Other duties as assigned by the Administrator