Business Office Manager

$46,592 - $69,888/Yr

Elderwood - Lockport, NY

Full-time - Mid Level

Lockport, NY

Nursing and Residential Care Facilities

About the position

The Business Office Manager is responsible for overseeing billing and collection processes for private pay accounts, managing facility petty cash and resident accounts, and maintaining accurate records related to admissions and discharges. This role includes supervising clerical staff and ensuring compliance with Medicaid and insurance requirements to facilitate timely payments.

Responsibilities

• Handle establishment, transactions, record-keeping, and preparation of quarterly reports for residents.
• Perform bank reconciliation to resident accounts.
• Initiate billing for residents using private funds, including Medicaid Pending and Resources.
• Reconcile census, prior period adjustments, and bank deposits at month end, completing the month end close cycle for AR and Accounting.
• Complete monthly claim submissions for third party payers and follow up on claims to ensure timely payment.
• Assist responsible parties with Medicaid applications and communicate with county caseworkers regarding application status.
• Notify residents and responsible parties of Medicare and Insurance coverage or non-coverage.
• Verify insurance coverage and respond to requests from third party payers and Medicare.
• Receive payments and apply income for resident services, forwarding to the Posting Clerk.
• Reconcile and prepare dietary deposits from various sources and forward to the Posting Clerk.
• Obtain Medicare and Medicaid billing information for reimbursement.
• Initiate collection activities for receivables and process bad debt write-offs as approved.
• Greet new residents and provide information about billing and safeguarding of funds.
• Complete admission paperwork and ensure all agreements are fully signed.
• Enter resident information changes in the computer/software.
• Respond promptly to requests from responsible parties or residents regarding financial records.
• Notify County Medicaid Offices of any applied income changes for residents.
• Reconcile monthly census resident days with total billed days for the month.
• Verify ancillary charges and forward to the Posting Clerk if applicable.
• Review and process monthly pharmacy bills and enter charges.
• Monitor the aging analysis for outstanding accounts and prepare timely entries of collection efforts.
• Oversee deposits and assist with cash posting as needed.
• Process check requisitions and maintain records of petty cash funds.
• Prepare and submit aging reports and Monthly Report Statistical Summary forms to management.
• Complete the month end process and prepare year-end documents for financial audit.
• Supervise Business Office Clerk and/or receptionist positions, providing support and guidance as needed.

Requirements

• Minimum of High school diploma or equivalent.
• Knowledge of office machines and computer equipment/programs.
• Minimum of 5 years experience in a business office setting, ideally in SNF, AL, or healthcare.
• Previous supervisory experience.
• Working knowledge of community-based and long-term Medicaid programs.
• 1 or more years of experience in the Medicaid application process and eligibility requirements.
• Ability to read, write, speak, and understand English at an intermediate or advanced level.

Nice-to-haves

• Experience in a healthcare setting is preferred.
• Familiarity with electronic timekeeping systems.

Benefits

• Competitive hourly wage between $22.40 - $33.60.
• Opportunities for professional development and training.