Assistant Business Office Manager

Summary:

Assist the Business Office Manager in the overall functioning of the Business Office.

Environment:

Work will be performed primarily indoors at one of our long-term healthcare facilities, throughout all areas, including in resident rooms, and on carpeted and/or tiled floors. Work will be performed there routinely around other co-workers, healthcare staff, residents, and guests. Due to the nature of facility’s business, worker may be exposed to occasional slippery floors, object on floors, chemicals, sharp objects, hazardous materials and waste (including human), blood borne pathogens, and communicable diseases, as well as high-stress medical and/or life-threatening situations.

Essential Duties & Responsibilities:

• Meet physical and sensory requirements stated below and be able to work in the described environment.
• Support to Business Office Manager and consultants.
• May perform or assist with the performance of accounts payable, payroll input and hours calculation, answer telephones, ancillary input, typing.
• Assist the Business Office Manager to monitor day-to-day operation of the Business Office: managing records, budgets, ordering supplies, scanning medical records, filing.
• Support and assist Business Office Manager with State, Federal and Company standards/regulations/policies, to include alerting management to potential non-compliance issues and the preparation of correction plans.
• Make bank deposits, run credit card payments.
• Receive and receipt payments received from insurance, residents/RP for residents’ accounts, beautician services, deposits for RFMS accounts, accounts payable/non-AR deposits.
• Complete monthly Medicare and Medicaid eligibility checks, review all current eligibility status updating Business Office Manager of any changes.
• Complete financial review for all new admissions received from Admissions Director.
• Communicate with local and other state Department of Social Service departments for: all new Medicaid applications, yearly Medicaid redeterminations, any Medicaid span concerns.
• Meet with residents and/or responsible parties to complete Medicaid applications and gather all required documentation, submit to Department of Social Services timely, follow up through pending process until approved, providing weekly updates to Business Office Manager, alerting Business Office Manager of any issues.
• Complete yearly Medicaid redeterminations for all residents with Resident Trust Fund accounts, monitor resident and/or responsible parties who are completing their own redetermination ensuring all are turned into DSS timely.
• Processing of daily Resident Trust Fund transactions, maintenance of monthly detailed accounting for all transactions in preparation for monthly reconciliation.
• Complete month end audits such as: RFMS accounts ensuring all are closed appropriately, refunded appropriately, Medicaid recipient limitations are being met.
• Assist Business Office Manager with collection calls for Accounts Receivable.
• Attend full life meetings with new admissions (with residents and/or responsible parties).
• Maintain monthly spreadsheets for Business Office Manager keeping current and accurate records at all times.
• Assist Business Office Manager in annual state audits.
• Ensuring state regulations are followed and up to date for the management of Resident Trust Fund management
• Maintain accuracy and efficiency in all work performed.
• Participate in weekend Manager on Duty through out the year, to be determined yearly how many weekends required.
• May need to fill in as Business Office Manager as needed with limited or full authority, as needed.
• Other special projects and duties, as assigned.

Job Requirements:

• High school diploma or GED required or equivalent related work experience.
• Minimum of one (1) year management/supervisory experience preferred.
• Effective verbal and written English communication skills.
• Demonstrated intermediate to advanced skills in Microsoft Word, Excel, Power Point and Outlook, Internet and Intranet navigation.
• Highest level of professionalism with the ability to maintain confidentiality.
• Ability to communicate at all levels of organization and work well within a team environment in support of company objectives.
• Customer service oriented with the ability to work well under pressure.
• Strong attention to detail and accuracy, excellent organizational skills with ability to prioritize, coordinate and simultaneously maintain multiple projects with high level of quality and productivity.
• Strong analytical and problem-solving skills.
• Ability to work with minimal supervision, take initiative and make independent decisions.
• Ability to deal with new tasks without the benefit of written procedures.
• Approachable, flexible and adaptable to change.
• Function independently, and have flexibility, personal integrity, and the ability to work effectively with stakeholders and vendors.

Physical and Sensory Requirements:

• Moderate physical activity:
• • Requires handling of average-weight objects up to twenty-five (25) pounds.
  • Sitting for more than two (2) hours at a time.
  • Requires consistent computer work with repetitive typing and concentrating on computer screen.