Business office Manager

The Waters of Indianapolis -

Must have long term care experience!

We are looking for a Business Office Manager (BOM) to join our Team!!

Under the direction of the Administrator, the Business Office Manager (BOM) manages all business functions and personnel including but not limited to accounts receivable, accounts payable, resident trust funds and other assigned duties. The
Business Office Manager ensures the financial systems are accurate, efficient, and in accordance with professional accounting practices and governmental regulations. The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current existing federal and state regulations and established company policies and procedures.

JOB DUTIES:

• Is responsible for collecting accounts receivable with an emphasis on the 90+ accounts by using the following techniques/procedures: a. Conducts collection calls on delinquent accounts with letter documenting the conversation b. Advise Corporate level personnel on payments not received by required dates, so late payment fees may be allocated c. Resolve balance disputes as needed/requested from responsible parties/residents d. Forward problem accounts to Corporate level personnel for assistance in resolving, as needed e. Conducts follow-up on delinquent account pay dates f. Advises the Administrator and the corporate level personnel of potential problem accounts as they arise g. Prepares and maintains “delinquent account status sheet” on delinquent/problem accounts h. Prepares analysis and reconciliation of accounts i. Prepares plan of action for follow-up of actions taken. Recommends collection action and referral to collection agencies k. Prepares and submits application write-offs

• Supervises Business Office Staff and conducts regular meetings to review progress toward departmental goals. Offers direction, suggestions and evaluated performance of Business Office Staff

• Conducts meetings and regularly communicates with the Administrator and corporate level personnel about progress towards departmental goals attainment and areas of concern within the department

• Gathers month-end medical reports and maintains file for reporting and ensures timely responses to
  Medicare requests for medical records (ADRs)

• Demonstrates responsibilities for Medicare Part A determinations from the Nursing Department: a. Notifies resident/responsible party of nursing decisions, as received, or on a daily basis b. Ensures appropriate letters are sent within 24 hours of admission/decision

• Ensures completion of Medicare Part A and B appeals in denials received: a. Completes and files reconsiderations on a timely basis b. Requests and completes telephone hearings for reconsideration on a timely basis c. Requests and completes Administrative Law Judge hearings for reconsideration on a timely basis

• Balances SUM journals to billing reports by the 10th of each month

• Follows Medicare procedures as needed or on a weekly basis

• Process Medicaid pending conversions as needed or on a weekly basis

• Reviews Medicaid pending conversions on a weekly basis, or as needed: a. Conducts follow-up with county caseworkers regarding status of application b. Conducts follow-up with resident/responsible party regarding status of application and compliance c. Advise resident’s Social Worker and Administrator of potential problems as they arise

• Reviews Medicaid authorized new admissions on a weekly basis, or as needed and ensures proper notification is sent to local department of Social Services regarding Medicaid admission to facility

• Prepares daily deposits, and makes deposit at the bank

• Demonstrates responsibility for miscellaneous Business Office errands (i.e. post office, bank).

• Verifies appropriate monies are being deducted for personal accounts on Medicaid residents. Advises Administrator whenever there is a discrepancy

• Demonstrates responsibility for the day-to-day activity in resident trust accounts, Including: a. Weekly requests for funds transfer of resident account monies from general savings to resident trust b. Prepares deposits weekly for resident trust account c. Prepares checks for approved resident account disbursements weekly d. Verifies resident account petty cash disbursement has proper authorization and receipts (as needed) e. Posts deposits and disbursements to individual accounts on a weekly basis f. Reviews resident account trial balance and notifies responsible parties/residents n low/credit balances g. Closes out discharged residents’ accounts within one month of discharge h. Allocates interest as interest is applied to individual resident accounts i. Prints resident account statements quarterly and prepares to mail to responsible parties/residents j. Balances and processes year end 1099-INT on residents receiving $10.00 or more annual interest k. Maintains patient account authorization files

• Gathers monthly auxiliary pharmacy bills and forwards them to corporate level personnel

• Gathers monthly therapy billing logs from Physical Therapy, Occupational Therapy, and Speech Therapy departments and forwards them to the corporate level personnel, on a designated day of each month

• Prepares memorandums to departments regarding quarterly time studies at beginning of quarter. Receives quarterly time studies, ensures time is calculated and completed for two week period, and forwards a copy to the appropriate corporate level personnel

• Completes quarterly sales tax returns, if needed

• Maintains business office non-medical files as needed

• Responsible for special projects/special reports as assigned by the Administrator or corporate level personnel

• Other duties assigned by the Administrator

• Responsible for payroll and time clock processing.

• Ensures all new hire paperwork is complete and submits to the Payroll consultant. Prepares new hire packets.

• Orients employees on benefit plans to ensure individuals have an understanding of benefit offerings and enrollment provisions. Counsel employees on plan specifications so that individuals can make informed benefits decisions. Processes required documents through Payroll and Benefits Consultants to ensure accurate record-keeping and proper benefit deductions, changes and terminations.

• Verifies and maintains license certifications, criminal background checks, nurse aide registry checks and recertification.

• Accepts payments and maintains petty cash.

• Records current invoices, scans past due invoices and sends to Accounts Payable.

• Maintains and tracks TB and Hep B compliance per the direction of the Director of Nursing.

• Maintains personnel files in compliance with applicable legal requirements.

• Assists in hiring process by coordinating job postings, reviewing resumes, occasionally performs phone interviews, and ensures all staffing needs are met.

• Maintains job applications and resumes in compliance with applicable legal requirements.

• Administers and monitors all FMLA leave.

• Maintains and tracks Affirmative Action data and in-service hours.

• Notifies Work Comp Consultant of all work related injuries within 24 hours.

• Maintains and manages all Worker’s Compensation claims, files, logs and reports.

• Responsible for ordering and documentation of uniform distribution.

• Ensures exit interview forms are complete, collection of keys and any payables due to the company are deducted from employee’s last pay.

• Tracks evaluation process and notifies department managers of due dates.

• Oversees and tracks all employee incentive programs.

• Distributes funds to residents from RFMS accounts.

• Attends departmental meetings, in-service educational opportunities as needed.

• Maintains confidentiality of all pertinent personnel information in accordance with company policies and procedures.

• Works one weekend day as manager on duty as scheduled.

• Other related duties assigned by BOM/Administrator.

KNOWLEDGE/SKILLS & ABILITIES:

• Must possess the ability to make independent decisions in certain circumstances.

• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, governmental agencies and the general public.

• Must maintain confidentiality of all employee and resident information

• Must be able to read, write, speak and understand the English language.

• Must be able to understand and carry out written and oral instructions.

• Must be knowledgeable of computers, data entry, output, etc.

• Must be able to work flexible hours including evenings, weekends and/or holidays.

• Must be able to work independently and as a member of the team.

• Must present a positive image of the facility.

EDUCATION/EXPERIENCE:
1. High School diploma required, Associates Degree in Business or at least three (3) years of accounts receivable management experience in health care preferred.
2. Possesses current knowledge of accounts receivable management, basic accounting procedures, insurance/third party billing procedures, and computerized office system operation.
3. Must be able to communicate in English, both verbally and in writing, and possess sufficient communication skills to perform the tasks required.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, our company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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