Business Office Manager

Business Office ManagerNS1

Administration

03/24

Non-Exempt

10/19

Service Workers

Administrator

Full-time/Part-Time

Direct the overall administrative activities and billing activities in accordance with current applicable Federal, State, and local standards, guidelines and regulations, and as directed by the Administrator, to assure that proper administrative procedures are always maintained.

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

Assist in planning, developing, organizing, implementing, evaluating, and directing of the administrative office policies and procedures

Assure that all office personnel follow established policies and procedures

Interpret the facility's policies and procedures to personnel, residents, family members, visitors, etc., as directed by the Executive Director

Represent the facility at and participate in meetings as required by the Executive Director

Ensure administrative functions are carried out promptly for an efficient operation

Delegate administrative authority, responsibility and accountability to other responsible persons

Make written and oral reports/recommendations to the Executive Director concerning administrative procedures

Process administrative accounts payables invoices and vendor related inquires

Assure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained to perform required duties

Perform other tasks as assigned

Review UKG on a daily basis. Review data views, missing punches, overages, unapproved pending punches

Act as a liaison between employees and corporate payroll

Prepare all new hire paperwork and payroll change forms for terms and status changes, LOAs

Email all new hire paperwork and status changes once completed to Corporate Payroll timely

Direct employees to register and log into Paychex and UKG directly to view their pay stubs and employee information for accuracy

Enroll new hires in the UKG system and train on how to use the system

Enter and maintain pick up shift Bonuses/Holiday Bonuses/ Labor Distribution between facilities, and sign-on, employee referral and retention bonus tracking

Follow up on any corrections still not addressed from prior pay period (historical corrections)

Review timecards in UKG and determine if any employees are missing or if any employee has missing days/ hours worked (this should/could also be completed after each individual work week)

In conjunction with the Administrator, audit the Pre-Payroll Register for accuracy, ensure all employees are accounted for, paid properly and all time off has been processed

Be available to staff members to distribute pay stubs/ live checks and answer any questions they may have regarding their pay check

Provide employees with Benefit Enrollment instructions and information

Help facilitate Benefits Open Enrollment

Help facilitate distribution of W2 and 1095c forms annually

Manages daily census changes (admissions, discharges, payer changes, room changes etc)

Deposits checks daily into depository account and process credit cards as requested

Manages resident trust funds and maintains confidential files, ensures compliance with all state and federal regulations

Ensure timely billing of resident liability by maintaining the correct liability in PCC

Manage outstanding Accounts Receivable by reviewing AR aging weekly to identify potential refunds, adjustments or rebilling and communicate with the appropriate biller

Document all collections efforts in PCC

Recommends accounts for outside collection Attorney

Managed Medicaid pending applications timely including coordinating referral to Medicaid Eligibility Specialist or activity working the Medicaid application

Manage annual redeterminations for Medicaid enrollments

Meets with, or ensures that another staff member meets with, all residents/responsible party upon admission and throughout the stay to explain financial obligations and paperwork

Audits new admission files to ensure completeness and accuracy

Meets with, or ensures that another staff member meets with, all residents/responsible party upon discharge to explain any remaining financial obligations

Communicates accounts at risk to the Administrator, prepares for and attends weekly A/R review meetings, documents collection Activities

Attend monthly triple check to ensure Medicare A, Medicare B and Managed Care claims are accurate prior to biller submitting claims

Attend weekly Medicare meeting and weekly MMQ meeting

Supervises, organizes, evaluates, and monitors business office operations and staff, including Business Office Assistant and receptionists (if reporting to Business Office Manager) Perform other tasks as assigned;

Caring/Compassion

Accountability

Dependability

Adaptability/Flexibility

Effective Communication

Confidentiality

Team Player

Dedication

I understand this job description and its requirements. I understand that this is not an exclusive list of the job functions and that I am expected to complete all duties as assigned. I understand the job functions may be altered by management without notice. I understand that this job description in no way constitutes an employment agreement and that I am an at-will employee. I certify that I am able to perform the essential functions and physical demands of this position as contained herein, with or without reasonable accommodations.

 Amount of Time 

Occasionally up to 1/3

Frequently 1/3 to 2/3

Constantly 2/3 or more

Stand:

X

Walk:

Sit:

Talk or hear:

Finger, handle or feel:

Push/Pull:

Stoop, kneel, crouch or crawl:

Reach with hands and arms:

Taste or smell:

This job requires exposure to the following environmental conditions. Show the amount of time by checking the appropriate boxes below.

up to 1/3

1/3 to 1/2

2/3 and more

Blood, body fluids, or tissues

Latex

Fumes or airborne particles

Toxic or caustic chemicals

Outdoor weather conditions

Extreme cold or heat (non-weather)

Wet, humid conditions (non-weather)

Risk of electrical shock

Work near moving mechanical parts

Risk of radiation

Vibration

Loud Noise

Other: