Business Office Manager

The Business Office Manager is responsible for overseeing and managing the administrative, financial, and clerical functions of a business office in a healthcare, long‑term care, or assisted living facility. The role includes managing billing, accounts payable/receivable, payroll, and financial reporting, while ensuring efficient office operations, compliance with regulatory and organizational policies, and clear communication with residents, families, and staff.

• Oversee the facility’s billing and collection processes, ensuring accurate and timely invoicing for services provided to residents.
• Manage accounts receivable and payable, process payments, and maintain accurate financial records.
• Prepare and submit financial reports, including monthly statements, budgets, and forecasts, for management review.
• Ensure compliance with financial policies, regulations, and standards, maintaining accurate and up‑to‑date financial records.
• Collaborate with department heads and facility leadership on budget management and cost control measures.

• Supervise the preparation and distribution of resident billing statements and address any billing discrepancies.
• Work with residents, families, and responsible parties to resolve billing inquiries, establish payment plans, and explain financial options.
• Ensure timely filing of insurance claims and follow up on pending or denied claims with insurance providers.
• Monitor and track resident account balances, payments, and collections, ensuring accurate records and timely collections.

• Oversee the payroll process, ensuring accurate and timely payroll for all employees, including benefits administration and deductions.
• Maintain payroll records and ensure compliance with labor laws, tax regulations, and company policies.
• Coordinate with HR to ensure proper administration of employee benefits, including health insurance and retirement plans.

• Supervise and manage office staff, including hiring, training, and evaluating the performance of administrative personnel.
• Oversee the organization and maintenance of resident files, financial records, and other essential documents.
• Ensure the business office operates efficiently, maintaining a professional, organized, and well‑functioning environment.
• Order and manage office supplies and equipment to support smooth office operations.

• Ensure compliance with all federal, state, and local regulations related to financial operations, billing, and insurance claims.
• Prepare for and participate in audits, inspections, and surveys conducted by regulatory agencies.
• Maintain accurate and secure resident financial records, ensuring that all documentation meets regulatory requirements.

• Serve as the point of contact for residents and families regarding financial matters, providing clear explanations of billing and payment processes.
• Respond to inquiries and concerns from residents, families, and staff with professionalism and empathy.
• Collaborate with the nursing and administrative teams to address resident needs and ensure financial processes support high‑quality care.

• Education:
  
  Bachelor’s degree in Business Administration, Accounting, Healthcare Administration, or a related field is preferred.
• Experience:
  
  Minimum of 3‑5 years of experience in business office management, preferably in healthcare, long‑term care, or assisted living. Experience in financial management, billing, and accounts payable/receivable is required.
• Skills:
  • Strong financial management, budgeting, and reporting skills.
  • Proficiency in accounting software, billing systems, and office management tools (e.g., Microsoft Office).
  • Excellent communication and interpersonal skills, with the ability to handle sensitive financial matters discreetly.
  • Strong leadership and team management abilities.
  • Knowledge of healthcare regulations and insurance billing processes (Medicare, Medicaid, and private insurance).
  • Strong problem‑solving skills and attention to detail.

• Health benefits including Medical, Dental & Vision
• 401(k) with company match
• Early Pay via Tapcheck!
• Employee Perks & Discount program
• PTO + Company Holidays + Floating Holidays
• Referral Bonus Program
• Mentorship Programs
• Internal/Upskilling Growth Opportunities
• Continued Education Loan Repayment Program powered by Clasp