Business Office Coordinator - Middleburg Surgery Center

OVERVIEW :

The Business Office Coordinator is responsible for managing and supervising daily activities of the business office including accounts receivable, accounts payable, patient registration, medical records, payroll, scheduling, personnel administration, cash management, materials management, and financial reporting. This includes but is not limited to ensuring accurate financials for top performance , training, developing, and managing the right people (employed staff), seeking opportunities within the company to mentor and train , and maintain excellent surgeon practice relationships .

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Supports the philosophy, goals, and objectives of the Organization, and adheres to all established policies and procedures.
• Manages all business office activities to ensure high-quality financial records that are free of any material misstatement or omission.
• Coordinates on-time preparation of all month-end reports, including review for completeness and accuracy prior to submission.
• Reviews preliminary financial statements with Administrator and external accountant for overall completeness and accuracy, and to resolve any open discrepancies or variances.
• Assists with interpretation of case costing reports from Practice Management system, and helps Administrator resolve and investigate any variances or excess costs.
• With the Administrator, review the preliminary budget prepared by the Management Company, and make appropriate recommendations based on known business trends.
• Supervises all business office staff and maintains coordination with the CBO
• Conducts oversight of over-the-counter cash management and bank deposits.
• Monitors productivity of department operations : timely handling of scheduling requests, accuracy of registration information intake and authorization, notations specific to over-the-counter collections.
• Daily and weekly reporting of center collections and case volume
• Weekly review of key metrics with Administrator
• Collections / AR oversight to ensure CBO is actively billing and collecting appropriately.
• Reviews AR over 90 days with CBO monthly.
• Center Liaison between CBO and Center to ensure CBO is receiving all necessary communication and documentation to successfully bill and manage collections
• Work with the CBO at the end of the month to ensure they have all the necessary information to complete the month end closing on time.
• Conducts oversight of petty cash, accounting for incidental expenses and by whom.
• Ensure proper insurance verifications and authorizations are completed prior to date of service.
• Supervises the Materials Manager to ensure Accounts Payable processes are completed in accordance with Facility policies and procedures.
• Ensures timely payment of utilities and other critical services to prevent interruption of services due to nonpayment.
• Monitors accounts payable to take advantage of discounts when appropriate to the Facility’s financial activity.
• Periodically audits purchases, receiving, and invoice records for completeness and accuracy.
• Recommend revisions in accounts payable policies and procedures to maintain compliance with correct and legal procedures.
• Supervise activities of the medical records department to ensure policies and procedures are followed.
• Assure that all required documentation and signatures are in each medical record prior to permanent filing.
• Maintains the medical records policies and procedures to comply with current local, state, and federal requirements as well as regulatory and accrediting agencies.
• Assure confidentiality of medical records and oversee requests for release of medical records.
• Establishes surgeon practice relationships with Office Managers, Schedulers, and MAs.
• Provides education prior to the center launch on scheduling activities, out of network and any additional pertinent information that will make the center the best option for scheduling cases to promote a successful launch.
• Build and maintain relationships by ongoing communication and education as needed.
• Assists administrator with organizing and maintaining payroll and employee benefit records as needed.
• Maintains and promotes professional competence through continuing education and other learning experiences. Seeks opportunities within the wider company to train and mentor new Business Office Managers.
• Contributes to the progress and development of the approved Quality Management and Compliance Program.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES :

Manages, motivates, and develops staff (including hiring, firing, performance management, professional development, training, and recognition duties).

Assesses staffing needs, and recruits, interviews, and hires staff using methods such as web-based posting or attendance at job fairs.

Oversee activities of the Business Office and materials management (oversee by Administrator in dual responsibility).

Plans and organize workload, staff assignments, and make daily schedules for proper workforce utilization for the Business Office.

Directs staff and reviews work for completeness, accuracy, and conformance with policies and procedures.

Reviews of Business Office policy & procedures periodically, reflecting current practice standards are represented.

Conducts annual performance appraisals of staff members in a timely manner.

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

EDUCATION, EXPERIENCE, and TRAINING :

CERTIFICATES, LICENSES, REGISTRATIONS :

COMPUTER SKILLS :

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

VISION REQUIREMENTS

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Note : Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.