Business Office Manager

The role of the Business Office Manager is to ensure all business office operations are functioning accurately and timely for proper generation of management reports and cash flow. She/he is to follow legal guidelines and instructions by the medical record service or Health Information Manager to ensure prompt completion, filing, and retrieval of the medical record.

Minimum Qualifications 

• Four years of college or equivalent with emphasis on Business Administration
• Minimum of two years of business management experience
• Proficient in Microsoft Office applications which include Outlook, Word, Excel, and PowerPoint

Essential Functions 

• Supervision of all office functions including reception, admitting, medical records, accounts payable management, and accounts receivable management. Responsible for staff adherence to all Business Office policies and procedures
• Holds periodic staff meetings to assure coordination of efforts
• Conducts periodic performance reviews on all business office staff
• Monitors work load and personnel needs of business office
• Trains, develops, and motivates business office staff
• Prepares and provides analysis of monthly financial and management reports
• Prepares and ensures processing of all invoices in accordance to accounts payable policies
• Monitors cash flow and assists accounting department with monthly analysis
• Responsible for daily cash management procedures. Receives and accounts for all cash received in accordance to center policy
• Disburses and ensures disbursement of cash in accordance to center policy
• Reviews insurance contracts to assure accurate contractual reimbursement and collections and adherence to business office policies and procedures
• Maintains good working relationships with insurance payors
• Maintains good working knowledge of insurance payors reimbursement requirements and updates business office personnel on an as needed basis
• Maintains inventory of forms and office supplies
• Resolves problems with billings, collections, and medical records
• Prepares analysis reports for annual outside audit
• Maintains all office computer systems and programs
• Responsible for verification that the backup process is maintained on a daily basis
• Ensures that all staff personnel adhere to the center's integrity of data systems policy
• Ensures all computer system warranties, upgrades, and maintenance contracts are maintained
• Reviews all business procedures and recommends adjustments to Chief Financial Officer on an as-needed basis and as required by regulatory standards
• Monitors fee schedule and submits suggested changes to Chief Financial Officer
• Periodically reviews computerized fee schedule and that all changes to the fee schedule, once approved, have been implemented in the computer system
• Ensures that yearly coding changes have been made in the computer CPT data file
• Assists Chief Financial Officer and Chief Executive Officer in the development of annual budget
• Assumes any other responsibilities that may be assigned by the Chief Financial Officer on an as-needed basis
• Ensures on a daily basis that patients and their relatives are dealt with in a professional and courteous manner by the Business Office personnel