Business Office Manager

OVERVIEW:

Sapphire Health Services specializes in providing comprehensive care and living solutions tailored to meet the diverse needs of seniors and individuals requiring specialized support. With a commitment to excellence and a passion for exceptional care, we offer a range of services designed to promote independence, dignity, and well-being at every stage of life. We are committed to enhancing the quality of life for our residents and pride ourselves on fostering a warm and supportive environment where personalized care is tailored to meet specific needs. Sapphire Health Services is currently seeking a dedicated individual to join our team and uphold our commitment to excellence.

JOB SUMMARY:

The Business Office Manager is responsible for overseeing the day-to-day business operations of the community, ensuring efficient administrative, financial, human resources, and customer service functions. This position serves as a key member of the leadership team and supports residents, families, employees, vendors, and regulatory agencies while maintaining compliance with company policies and applicable regulations.

The Business Office Manager oversees accounts receivable, resident financial services, payroll processes, admissions documentation, human resources administration, and office operations to support the delivery of exceptional resident care and service.

RESPONSIBILITIES:

• Manage accounts receivable functions including resident billing, collections, payment processing, and account reconciliation.
• Monitor outstanding balances and work with residents, families, responsible parties, and agencies to resolve account issues.
• Assist residents and families with financial documentation, insurance information, and payment arrangements.
• Process deposits and maintain accurate financial records.
• Coordinate with corporate accounting departments regarding billing, collections, and financial reporting.
• Maintain resident trust accounts, petty cash, and other financial records in accordance with company policy and regulatory requirements.
• Support the admissions process by ensuring required financial and admission documents are completed and maintained.
• Review admission agreements and financial responsibility documentation with residents and families.
• Assist with Medicaid applications, insurance verifications, and other payer-related documentation as applicable.
• Maintain resident files and ensure documentation is complete, accurate, and compliant.
• Coordinate new hire onboarding, orientation, employment paperwork, and personnel file management.
• Assist with recruitment activities, interview scheduling, candidate communications, and onboarding processes.
• Maintain employee records and ensure compliance with company policies and employment regulations.
• Support payroll processing, timekeeping systems, and employee benefit administration.
• Serve as a resource for employee questions regarding payroll, benefits, and HR processes.
• Oversee daily office operations and administrative functions.
• Ensure phones, reception, mail distribution, filing systems, and office procedures are managed efficiently.
• Serve as a primary point of contact for residents, families, visitors, vendors, and community partners.
• Provide exceptional customer service and promptly address concerns or requests.
• Assist leadership with special projects, reporting, and operational initiatives.
• Maintain business office records in compliance with company policies and applicable federal, state, and local regulations.
• Ensure confidentiality of resident, employee, and financial information.
• Support audits, surveys, and inspections by maintaining accurate and organized documentation.
• Monitor compliance with HIPAA and other privacy requirements.
• Partner with the Executive Director, Administrator, Director of Nursing Services, Director of Health Services, and department leaders to support community operations.
• Participate in leadership meetings and operational planning activities.
• Promote a positive workplace culture and contribute to employee engagement efforts.
• Assist with training and mentoring administrative team members as needed.
• Other duties as assigned

REQUIREMENTS:

• Previous Business Office experience (SNF/ALF preferred)
• High school diploma or equivalent.
• Minimum two (2) years of administrative, business office, accounting, payroll, billing, or healthcare office experience.
• Experience managing multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and payroll or billing software.
• Strong customer service and communication skills.
• Experience in skilled nursing, assisted living, memory care, behavioral health, healthcare, or senior living environments.
• Knowledge of Medicare, Medicaid, private pay billing, and long-term care financial processes.
• Human resources, payroll, or accounting experience.
• Associate's or Bachelor's degree in Business Administration, Accounting, Healthcare Administration, or related field preferred.
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to analyze financial information and resolve account discrepancies.
• Ability to establish positive relationships with residents, families, employees, and external partners.
• Strong problem-solving and customer service skills.