BUSINESS OFFICE MANAGER (FT Days)

The Business Office Manager at Miller Healthcare is responsible for overseeing the financial and administrative operations of the facility. This role includes managing billing, collections, payroll, and accounts payable/receivable, as well as ensuring compliance with all relevant regulations and policies. In addition, the Business Office Manager is responsible for supervising office staff, managing their schedules, and ensuring the efficient operation of the office. This position plays a critical role in maintaining the financial health of the facility and supports the overall business functions to ensure efficient and effective operations. Demonstrates flexibility with assignments within professional scope/duties/licensure.

Essential Duties

• Financial Management: Oversee the day-to-day financial operations, including billing, collections, and management of accounts receivable.
• • Coordinates submission of PBJ to CMS and other time-sensitive reporting to HFS or IDPH as required.
• Budgeting and Reporting: Assist in the development of the facilitys budget and prepare financial reports, including monthly, quarterly, and annual financial statements.
• Compliance: Ensure compliance with all federal, state, and local regulations, as well as organizational policies, particularly in relation to financial practices and record-keeping.
• Staff Supervision: Supervise and support business office staff, including hiring, training, and conducting performance evaluations. Ensure that office staff adhere to office protocols and procedures.
• Resident Billing: Manage resident billing processes, including admissions paperwork, insurance verification, and resolving billing inquiries from residents and families.
• • Prepare patient estimates, pre-pay invoices, and perform time of service collections.
  • Assists with Public Aid applications and recertification.
  • Audits cash receipts and bank and lockbox deposits.
  • Consistently maintains the assigned private pay (self-pay) accounts receivable> 120 days at 15% or less.
  • Assists with annual preparation of the Medicare bad debt logs, cost report files, and other financial reports.
• Accounts Receivable: Monitor and manage accounts receivable, including following up on overdue accounts and working with residents or families to resolve billing issues.
• Vendor Management: Maintain relationships with vendors, manage contracts, and ensure timely payments.
• Financial Audits: Prepare for and participate in financial audits, ensuring all necessary documentation is accurate and readily available.
• Adhere to all applicable federal, state, and local regulations, including those related to infection control, safety, abuse, neglect, and resident privacy (HIPAA).
• Regularly complete all assigned training modules and courses within the Learning Management System (LMS) to stay up to date on required skills, policies, and industry standards.

Non-essential Duties

• Assist with general administrative tasks as needed, including answering phones, filing, and managing office supplies.
• Participate in management meetings and contribute to discussions regarding the facilitys financial strategies and operations.

• Base compensation within the position’s pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift differential, on-call
• Opportunity for annual increases based on performance

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Health Savings and Flexible Spending Accounts for eligible health care and dependent care expenses
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

• Paid Leave Hours accrued as you work

Required Education:

• High School Diploma or GED.

Preferred Education:

• Bachelors degree in business administration, accounting, finance, or a related field is preferred

Preferred Experience:

• Minimum of 3-5 years of experience in a financial management or business office role, preferably in a healthcare or long-term care setting.
• Strong knowledge of financial principles, budgeting, and accounting practices. Proficiency in financial software and systems, as well as excellent organizational, communication, and leadership skills.
• Must have strong attention to detail, the ability to work independently, and the capacity to handle confidential information with discretion.

Employee Health and Safety Requirements

Exposure/Sensory Requirements:

• Exposure to Chemicals: Minimal; limited to standard office cleaning agents.
• Video Display Terminals: Average exposure; frequent use of computer screens.
• Blood and Body Fluids: Minimal risk; rare direct contact with residents.
• TB or Airborne Pathogens: Minimal risk; occasional exposure when in resident areas.

Sensory Requirements:

• Speech: Required for presentations, training sessions, telephone communication, facilitating meetings, and interacting with residents, families, and visitors.
• Vision: Necessary for reading memos, literature, and performing computer entry tasks.
• Smell: Useful for identifying the presence of electrical or fire safety hazards.
• Hearing: Needed for telephone communication, attending meetings, responding to alarms, and listening to employee concerns and emergency procedures.
• Touch: Essential for writing, computer entry, and filing.

Activity/Lifting Requirements:

• Average Hours per Week: 40+
• Shift: Days, with flexibility for occasional adjustments as needed.
• Physical Activity Distribution During a Normal Workday:
• • Sitting: 60%
  • Twisting: 5%
  • Standing: 10%
  • Crawling: 0%
  • Walking: 5%
  • Kneeling: 5%
  • Lifting: 5%
  • Driving: 0%
  • Squatting: 5%
  • Climbing: 0%
  • Bending: 5%
  • Reaching Above Shoulders: 5%
• Lifting Requirements:
• • Up to 10 lbs: Frequently
  • Up to 20 lbs: Frequently
  • Up to 35 lbs: Frequently
  • Up to 50 lbs: Occasionally
  • Up to 75 lbs: Occasionally
  • Up to 100 lbs: Occasionally
  • Over 100 lbs: Occasionally
• Lifting and Carrying Requirements: Involves carrying equipment to activity areas, typically 50 feet or less, carried waist-high. Examples include carrying chairs, boxes, tables, or assisting a resident to a standing position.

Maximum Consecutive Time (Minutes) During the Normal Workday for Each Activity:

• Sitting: 60-90 minutes
• Twisting: 5 minutes
• Standing: 10 minutes
• Crawling: 0 minutes
• Walking: 10-30 minutes
• Kneeling: 5 minutes
• Lifting: 5 minutes
• Driving: 0 minutes
• Squatting: 5 minutes
• Climbing: 0 minutes
• Bending: 5 minutes
• Reaching Above Shoulders: 5 minutes

Repetitive Use of Hands:

• Simple Grasping: Frequently; normal weight items up to 10 lbs.
• Pushing & Pulling: Frequently; normal weight items.
• Fine Manipulation: Required for computer entry, phone dialing, writing, using a calculator, and filing.

Repetitive Use of Foot or Feet in Operating Machine Control: None

Environmental Factors & Special Hazards:

• Environmental Factors:
• • Inside Hours: 8 hours per day
  • Outside Hours: 0 hours
  • Temperature: Normal range, typical indoor conditions
  • Lighting: Average office lighting
  • Noise Levels: Average, typical office environment
  • Humidity: Normal range, typical indoor conditions
• Atmosphere: Generally controlled indoor environment with minimal risk factors.
• Special Hazards: None identified
• Protective Clothing Required: None required