Business Office & Human Resources Manager

Purpose of Your Job Position

Responsible for all payroll, human resources, accounts receivable, and collection activities for the facility and for supervising billing and collections personnel in the facility. Responsible for achieving cash collection and AR goals for the facility. Responsible for maintaining and processing all time and attendance data for all employees. Ensures all information is current and accurate. Works with other department managers to ensure compliance with all financial regulatory requirements. Position may oversee Receptionist functions of the facility.

Delegation of Authority

As the Business Office and Human Resource Manager, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

Oversees all accounts receivable and collection activities in the facility.

Organizes, evaluates, and monitors business office operations and assigned personnel in accordance with established Standards of Practice.

Ensures integrity and confidentiality of all patient financial data.

Performs collection activities for patient carriers.

Establishes and maintains a system of financial record keeping to include issuing receipts, preparing and making bank deposits, and recording payments in accordance with proper segregation of duties.

Overseas all Resident Trust Management postings, reconciles, printing checks.

Ensure timely refunds.

Oversees all census activities including daily, weekly, and monthly balancing with nursing and admissions departments.

Produces reports for analysis purposes as needed.

Assists in the gathering of ancillary charges for billing.

Monitors all ongoing projects related to AR, billing, and collections with facility.

Ensures that all information on new employees is entered into payroll system accurately and in a timely manner.

Adds new employees to time clock.

Stays current with knowledge of time and attendance software.

Performs punch edits as needed to correctly capture employee time. This may include moving hours to the correct department, creating missing punches, correcting existing punches, as well as recording vacation and sick hours.

Records bonuses as needed.

Performs the payroll close process on the system at the end of the pay cycle.

Monitors employee hours for possible abuses of policies and procedures.

Monitors time clock to ensure time is correct (i.e., not fast or slow and that Daylight Savings is properly reflected).

Ensures that system is properly connected and notifies tech support if problems occur so issues can be resolved in a timely manner.

Upon receipt of payroll checks, ensures that all checks are accounted for.

Ensures that personnel files are maintained in an orderly manner and that all required information is available. Responsible for gathering any missing information and filing in proper place.

Ensures that new hire information packets are maintained and all information is current and accurate.

Coordinates with Staff Development to assure that orientation information is conveyed to new employees with regard to payroll and benefit issues.

Supplies information to employees regarding benefits offered by the Company and notifies staff when changes occur, i.e., open enrollment, rate changes, coverage changes, etc.

Assists the Quality Assessment (QA) and Quality Assurance Performance Improvement (QAPI) Committees in developing and implementing appropriate plans of action to correct deficiencies and improve quality, procedures and services.

Serves on the Compliance and Ethics Committee

Staff Development

Participates in developing, planning, conducting, and scheduling in-service training classes that provide instructions on "how to do the job," and ensure a well-educated department.

Implement and maintain an effective orientation program that orients the new employee to your shift, its policies and procedures, and to his/her job position and duties.

Assists in standardizing the methods in which work will be accomplished.

Assists in training department personnel in identifying tasks that involve potential exposure to blood/body fluids.

Attends and participates in outside training programs.

Attends and participates in annual OSHA and CDC in-service training programs for hazard communication, TB management, and blood borne pathogens standards.

Attend and participate in advance directive in-service training program for the staff and community.

Safety and Sanitation

Monitor your assigned personnel to ensure that they are following established safety regulations in the use of equipment and supplies.

Ensure that established departmental policies and procedures, including dress codes, are followed by your assigned nursing personnel.

Ensure that your assigned personnel follow established hand-washing procedures.

Ensure that your assigned personnel participate in and conduct all fire safety and disaster preparedness drills in a safe and professional manner.

Personnel Functions

Participate in employee performance evaluations, determining your shift's staffing requirements, and making recommendations to the Administrator concerning employee dismissals, transfers, etc.

Develop work assignments, and/or assist in completing and performing such assignments.

Provide leadership to personnel assigned to you.

Make daily rounds of your unit/shift to ensure that all nursing service personnel are performing their work assignments in accordance with acceptable nursing standards.

Reports problems to the Administrator.

Ensure that department personnel, residents, and visitors follow the department's established policies and procedures at all times.

Develop and maintain a good working rapport with inter-department personnel, as well as

other departments within the facility to ensure that Business Office (BOM) and Human Resources (HR) can be adequately maintained to meet the needs of the residents.

Create and maintain an atmosphere of warmth, personal interest and positive emphasis as well as a calm environment throughout the department.

Review complaints and grievances made or filed by your assigned personnel.

Make appropriate reports to the Administrator as required or as may be necessary following the facility's established procedures.

Ensure that departmental disciplinary action is administered fairly and without regard to race, color, creed, national origin, age, sex, religion, handicap, or marital status.

Report occupational exposures to blood, body fluid, infectious materials, and hazardous chemicals in accordance with the facility's policies and procedures governing accident and incidents

Budget and Planning Functions

Forecast needs of the department.

Assist in preparing and planning the department's budget for equipment, supplies, and labor, and submit to the Administrator for review, recommendations, and approval.

Maintain current written records of department expenditures and assure that adequate financial records and cost reports are submitted to the Administrator upon request or as necessary.

Make departmental adjustments in order to conform to the approved budget, or as may be dictated by an analysis of the monthly operating statement.

Resident Rights

Ensure department employees treat all residents fairly, and with kindness, dignity, and respect which includes knocking before entering the resident's room.

Report all resident grievances and investigate all allegations of resident abuse, neglect, and/or misappropriation of resident property.

Maintains confidentiality of all resident information and maintains strict compliance with HIPAA/HITECH and confidentiality regulations at all times.

Ensures compliance with EEOC and ADA to prevent discrimination

Miscellaneous

Provide data to the Quality Assurance & Assessment Committee as requested.

Adheres to facility policies and procedures and participates in facility quality improvement and safety programs.

Ensure departmental adherence to the Corporate Compliance Plan- Code of Conduct

Working Conditions

Works in office area(s) as well as throughout the building.

Moves intermittently during work hours.

Is subject to frequent interruptions.

Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.

Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.

Communicates with the medical staff, nursing personnel, and other interdepartmental supervisors.

Works beyond normal working hours, weekends and holidays when necessary.

Is subject to call-back during emergency conditions (e.g. severe weather, evacuation, post-disaster, etc.).

Attends and participates in continuing educational programs.

Is subject to injury from falls, burns from equipment, odors, assaults from hostile residents, etc. throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.

May be subject to the handling of and exposure to hazardous chemicals.

Maintains a liaison with the residents, their families, support departments, etc., to adequately plan for the residents

Qualifications

Must possess, at a minimum, a high school diploma or equivalent. Bachelor’s Degree preferred

Must possess and maintain an “Eligible” ACHA Background Screening status.

Experience

Three to five years of experience in third-party billing and reimbursement including Medicare, Medicaid and commercial insurance preferred.

Experience with Microsoft products to include Word and Excel.

Specific Requirements

Ability to read, write, speak, and understand the English language.

Ability to make independent decisions when circumstances warrant such action.

Knowledge of reimbursement regulations.

Knowledge of Medicare and Medicaid.

Knowledge of rules, regulations, and guidelines pertaining to Long Term Care Facilities.

Knowledge of ADA and EEOC laws and regulations

Knowledge of Workman’s Compensation laws

Ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., necessary for accomplishing job functions.

Possess effective skills in use of computer systems, applications and other office equipment.

Ability to effectively communicate policies, procedures, regulations, reports, etc., to personnel, residents, family member/representatives, visitors, and government agencies/personnel.

Must not pose a direct threat to the health, safety, or well- being of individuals in the workplace.

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

Must be able to move intermittently throughout the work day.

Must be able to cope with the mental and emotional stress of the position.

Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

Must function independently, have flexibility, personal integrity, and the ability to work effectively with the residents, personnel, and support agencies.

Must be able to push, pull, move, &/or lift a minimum of 35 lbs. to a minimum height of

5 ft & be able to push, pull, move, &/or carry such weight a minimum of 450 ft.

Must meet the general health requirements set forth by the policies of this facility which may include a medical and physical examination.