Business Office Manager-Long Term Care

Long-Term Care Center -

Under the direction of the Administrator, the Business Office Manager 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.

ESSENTIAL JOB FUNCTIONS :

• Demonstrates knowledge of age specific developmental factors specific to adult and geriatric residents (i.e. physical, cognitive, and socialization factors) in carrying out business office functions
• Demonstrates knowledge, skills, and techniques necessary to carry out business office functions for residents with the following needs : therapeutic, neuro and dementia, dialysis, IV therapy and infectious diseases, if applicable
• Attends all mandatory in-services by the employee’s anniversary date
• Acts appropriately under the direction of the Administrator and acts as an active member of the interdisciplinary team
• Demonstrates ability to adjust to changes in work schedule to meet resident and family needs
• Communicates and observes the Corporate Compliance Program effectively and complies with Code of Conduct when performing work functions
• Other duties as assigned by Administrator
• 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 j. 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
• Is aware of, and adheres to, Resident Bill of Rights and Confidentiality of Resident Information.
• Interacts with residents, family members, co-workers, clinical and ancillary staff in a non-judgmental, supportive and calm manner
• Addresses resident and family satisfaction issues immediately by reporting them to the Supervisor in a professional manner
• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents based on whatever maturity level they are currently functioning
• Is aware of Resident Abuse Law
• Participates as assigned in the orientation of new staff and demonstrates positive, helpful, and enthusiastic attitude
• Creates and maintain an atmosphere of warmth, personal interest, and positive emphasis as well as a calm environment throughout the facility
• Maintains a productive working relationship with other department directors
• Addresses residents in a respectful manner
• Maintains confidentiality and discusses confidential resident information in appropriate areas only

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. One year of long-term care experience required.

3. Possesses current knowledge of accounts receivable management, basic accounting procedures, insurance / third party billing procedures, and computerized office system operation.

4. Must be able to communicate in English, both verbally and in writing, and possess sufficient communication skills to perform the tasks required.

4. Must meet health assessment requirements, including two stage Mantoux skin test.

5. Must be capable of performing the essential functions of the job, with or without reasonable accommodations.