Business Office Manager

Job Title: Business Office Manager (BOM)

Department: Administrative 

Reports to: Administrator 

Location: Symphony Care Network

Position Summary:

In keeping with our organization’s goal of improving the lives of the Residents we serve, the Business Office Manager is responsible for the daily accounting functions of the facility, including financial record keeping, billing, and making financial deposits and withdraws from various accounts. This position administers the Resident trust fund, petty cash account, provides billing and collection services and operates the Resident bank.

Principal Duties and Responsibilities:

• Manage the patient trust fund. Provide funds to residents upon request, make deposits from residents and family members, balance the account monthly, and issue quarterly statements to residents.
• Complete monthly payment of Resident private account changes.
• Prepare and disburse monthly cash allowances.
• Creates and distributes monthly billing statements.
• Performs regular deposits of checks from residents and insurance companies and shares these with those who are responsible for posting payments
• Assist Residents with the completion of medical assistance applications and verify eligibility. Manage Medicaid applications, renewals, and any issues that may arise. Verifies and delivers appropriate Medicaid letters to the patient or responsible party.
• Manage and participate in working with the patients and families as it relates to billing questions. Explain insurance coverage and discuss billing questions and problems with residents and responsible parties.
• Communicate in PCC any changes in resident status as it affects billing. Receive pre-authorizations for treatment as required by Medicaid or other third-party payers.
• Completes representative payee forms on behalf of Residents who are unable to manage their own funds or those who request it.
• Coordinate closure related to accounts of deceased Residents in accordance with state guidelines (trust account, death certificate, life insurance claims, funeral expenses, final bills, etc.)
• Establishes, develops, maintains and updates filing system for the Business Office.
• Reviews weekly account receivables and payables with the Administrator or designee.
• Responsible for aging/past due account collection and analysis. Develop collection strategies to reduce delinquent accounts.
• Sends communication letters to all past due accounts monthly. Pursues collection of outstanding balances of private pay or patient pay amounts.
• Assure that established infection control and standard precaution practices are maintained at all times. Follow established safety precautions when preforming tasks and using equipment and supplies.
• Maintains the comfort, privacy and dignity of Residents and interacts with them in a manner that displays warmth, respect and promotes a caring environment.
• Provides quality customer service efficiently to residents, family, co-workers and vendors in a manner that ensures satisfaction.
• Communicates and interacts effectively and tactfully with Residents, visitors, families, peers and supervisors.
• Maintains a high level of confidentiality in accordance with HIPAA guidelines at all times and protects confidential information by only providing information on a “need-to-know” basis. 
• Answers and responds to call lights promptly and courteously when working in Guest care areas.
• Reports all Resident concerns to the appropriate department head.
• Attend and participate in departmental meetings and in-services as directed. Attends in-service and education programs and attends continuing education required for maintenance of professional certification or licensure (if applicable).
• Understands Infection Control and follows the Company’s Infection Control guidelines, such as hand washing principles, understanding of isolation and standard precautions, maintaining personal hygiene, and complying with OSHA standards in the workplace.
• Promotes and Protects Resident Rights by assisting Residents to make informed decisions, treating Residents with dignity and respect, protecting Residents’ personal belongings, reporting suspected abuse or neglect, avoiding the need for physical restraints in accordance with current professional standards; and supporting independent expression, choice and decision-making consistent with applicable laws and regulations.
• Regular and reliable attendance. 
• Perform other tasks as required.
• Ability to work with people with physical and mental disabilities including those using profanity, 
• derogatory language and the like.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required/Desired Qualifications:

Education, Training, and Experience:

• Bachelor’s degree Accounting, Finance or related field preferred, or one to two years related experience and/or training
• One year of experience in an Accounting role

Specific skills, knowledge, and abilities

• Knowledge and understanding of payer sources (Medicare, Medicaid, private insurance)
• Communicate effectively and work with the residents and families on insurance billing items skills to be efficient in tasks and effective in communication
• Ability to manage and handle deposits for the Corporation
• Skill and ability to pursue collection matters with patients, families or agencies
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent time management skills with a proven ability to meet deadlines
• Strong analytical and problem-solving skills
• Ability to function well in a high-paced and at times stressful environment
• Proficient with Microsoft Office Suite or related software

Other Special Requirements:

• Tolerate potential exposure to blood, body tissues, and fluids with occasional exposure to hazardous materials and infectious diseases.
• Manual dexterity required to operate modern office equipment. 
• Ability to travel as needed or assigned.