Business Office Manager

JOB SUMMARY

• To plan, organize, develop, and operate the Business Office in accordance with current Federal, State, and local regulations, standards, guidelines, and facility policy.
• To manage and maintain the systems and processes associated with human resources, including, but not limited to: On-boarding of staff, payroll, staff scheduling software, staff benefit coordination including health, dental and life insurance, and Workman’s Compensation claim processing.
• To oversee and direct the reception operations and personnel.
• To manage and maintain the systems and process associated with patient/resident financial services, including, but not limited to: Trust fund management, accounts receivable, and collection efforts.

QUALIFICATIONS

• Bachelor’s Degree preferred in related field of study or at least, some coursework related to human resources, business management, communication, administration, public relations.
• Three years of experience preferred in working in at least one of the above areas in the health care field.
• Ability to read, write, and speak the English language in an understandable manner and to communicate effectively.
• Proficient with Microsoft Office and possess other computer skills as required to manage and direct others in use of software programs that are essential to facility operations related to essential job duties of this position.
• Ability to deal tactfully and to work effectively with residents, families, personnel, support agencies, and the general public.
• Ability to make independent decisions that are in the best interest of the patient/resident and staff when circumstances warrant such action.
• Must demonstrate the ability to handle confidential data with professional discretion.
• Possess the qualities of empathy, compassion, understanding, enthusiasm, and humor in order to effectively interact with patients, residents, families, and staff.
• Ability to understand and to manage emotional needs of yourself and others.

PHYSICAL REQUIREMENTS

• Ability to move intermittently throughout the workday.
• Ability to cope with the mental and emotional stress of the position.
• Possess adequate sight and adequate hearing or use of prosthetics to enable adequate sight and adequate hearing to perform the required functions of the position.
• Be in good general health and demonstrate emotional stability.
• Ability to relate to and work with ill, disabled, elderly, emotionally upset, and, at times, hostile people.
• Ability to operate office and business machines.
• Ability to occasionally move and lift supplies and equipment.
• Ability to function independently, have flexibility, personal integrity, and the ability to work effectively with residents, family members, staff, and support agencies.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including exposure to HIV, AIDS, and Hepatitis B virus

ESSENTIAL FUNCTIONS

• Human Resources

Assist department managers with the hiring process, including, but not limited to recruiting, screening, interviews, reference checks, and verifying QUALIFICATIONS of potential staff.

• Ensure Livescan fingerprint criminal background check, if necessary, and drug screening initiated prior to hire.
• OIG Fraud Exclusion register verification and sex offender registry verifications completed prior to hire and on an annual basis.
• Health Care Worker Registry verification prior to hire and on an annual basis. Maintain up-to-date employment history for current and terminated employees.
• Manage the On-boarding process for new staff members including, but not limited to time clock enrollment and processing login requests for the various software utilized by facility.
• Manage and maintain the confidential employee files, in an organized manner, to ensure professional licenses, CPR certifications, physicals, TB test results, etc., are current and up-to-date and to ensure staff compliance related to continual education hours and departmental staff competency requirements.
• Perform edits in the payroll software system and submit the completed, required documentation to the AMS Payroll Specialist to process payroll.
• Coordinate with department managers to ensure staff performance reviews and competencies are completed per policy.
• Ensure department managers’ compliance related to maintaining current and up-to-date staffing schedule, utilizing the payroll software system’s scheduling component. Provide utilization education on an on-going basis and as needed.
• Audit staffing hours and report to Administrator on a daily basis to ensure minimum requirements are met according to regulation and to ensure staffing within budget limitations.
• Act as the facility’s benefit coordinator related to ensuring completion of accurate health, dental, and life insurance enrollment forms, 401K, COBRA, FMLA, and personal leave of absence, and assist department managers with tracking staff’s attendance.
• Ensure staff compliance with established dress code and uniform policy by ordering uniforms and name tags as indicated.
• Utilize the Alden store to order employee supplies, such as business cards, service award pins, etc.
• Process Workman’s Compensation claims timely and report status updates to Administrator.
• Complete and maintain OSHA 300 Log on an ongoing basis.
• Process unemployment claims.
• Reception

Recruit, screen, interview, check references, and verify QUALIFICATIONS of potential staff.

• Coordinate On-boarding process, including hands-on training, with receptionists.
• Complete staffing schedule and assignments to expedite tasks and to mitigate overtime.
• Assess the reception area daily to ensure staff is complying with the dress code, completing tasks as assigned, procedures are followed, and correct identified issues.
• Secure office equipment and supplies within budgetary constraints and ensure equipment maintained and within proper working order.
• Complete performance reviews as indicated.
• Resident Financial Services
• Hold, safeguard, manage, and account for the residents’ personal funds deposited with the facility, including, but not limited to, resident banking and distribution of resident trust fund statements of account.
• Obtain required signatures on all required admission forms and complete and obtain all necessary documents for resident file.
• Receive and deposit account receivables according to procedure.
• Make efforts to collect past due balances in order to reduce account receivables and participate in A/R collection meetings.
• Assist AMS liaisons and resident representatives with the Medicaid application process.
• Complete various agency resident reports, such as Representative Payee Report, etc.
• Participate in the development, maintenance, and implementation of the
• facility’s Quality Assessment and Performance Improvement (QAPI) programs.
• Perform other duties as assigned by the Administrator.