Business Office Manager

Job Description

Introduction:

At Lutheran Senior Services, team members at all levels find their calling in our mission of Older Adults Living Life to the Fullest. In this work environment, all team members are part of a community and appreciated by the people they work with – residents and coworkers – every day.

Summary:

Provides oversight and direction for the business office functions at a life plan community to include billing, payroll, accounts payable and general business office functions

Essential Duties and Responsibilities:

Manages private pay billing for all levels of care: Independent Living (IL), Assisted Living (AL), Memory Care-AL (MC-AL), Care Center (CC), etc.

Processes collections for all private pay accounts

Maintains census in billing software for all levels except CC (resident demographic and billing information)

Processes information with long-term care (LTC) insurance companies as needed for residents who have LTC coverage

Coordinates bank deposits and posts private pay cash receipts for all levels of care

Coordinates with central billing office for processing of resident ACH transactions

Inputs monthly charges and sets up/maintain recurring charges (e.g. barber/beauty, meals, medical supplies, supplemental therapy, restorative therapy, laundry, activities, etc.)

Processes resident refunds

Processes and tracks resident deposits (in conjunction with the accountant assigned to your community)

Maintains resident trust account and mails quarterly statements

Processes month-end close of billing system for all levels except CC (if CC has Medicare the close will be handled by central billing office)

Processes benevolent care adjustments Manages Missouri Medicaid Personal Care Options billing (if your community is a certified provider for these services)

Updates resident face sheet information on an annual basis

Generates and distributes annual rate increase letters

Coordinates with various department directors to ensure all timekeeping information is complete by deadlines established by corporate payroll; Processes timekeeping corrections bi-weekly (e.g. missed punches, exempt timesheets, benefit time) for departments not assigned to specific department directors; Coordinates with corporate payroll and human resources as necessary

Processes and/or reviews all AP invoices/vouchers for correct coding prior to forwarding to Administrator for signature; Ensures account coding of invoices corresponds to general ledger accounts for which the expenses are budgeted

Performs general business office functions including but not limited to: Oversight and support of Receptionist staff; Coordination of record retention and storage oversight; Mail distribution; Coordinate ordering of necessary office supplies; May be responsible for maintaining keys; Maintain and reconcile Petty Cash and Community Check book; Coordinate completion of quarterly state CON reports (with Administrator); Scheduling of administrative meetings, conference rooms, etc.

Qualifications, Knowledge, Skills & Abilities:

• Bachelor’s degree in a business-related field preferable or comparable experience

• 1 - 3 years business office experience

• Strong computer skills including Microsoft Outlook, Excel and Word

• Lutheran Senior Services (LSS) requires drivers of licensed company vehicles and those using their own vehicles for business purposes have the appropriate driver’s license, insurance coverage, and meet the auto liability carrier’s driver’s criteria

Physical Requirements and Working Conditions:

The physical activities and demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties and responsibilities.

Lifting up to 30 pounds; Pushing/pulling 100 lbs. on wheels; A well-lighted and ventilated working area that has its own temperature control system (air conditioning and heat). The work will have some short notice requests, timelines for completion of tasks or reports and some major projects extending over months. Minimal exposure to infectious diseases and blood borne pathogens. Minimal exposure to chemicals and hazardous waste. Minimal exposure to outside weather conditions.

This job description in no way states or implies that these are the only duties to be performed by the employ occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable federal, state, and local laws and standards.