Business Office Manager

Manager of the Business Office

The Manager of the Business Office provides oversight of community business office, resident financial, and administrative functions. This position is responsible for coordinating resident billing and accounts receivable activities, accounts payable and invoice processing, payer and insurance coordination, census and resident status tracking, deposits and financial documentation, purchasing processes, and related administrative systems. The Manager works closely with Corporate Finance, community leadership, residents, responsible parties, vendors, and external agencies to ensure accurate, timely, and compliant financial and administrative processes.

The position exercises independent judgment in resolving resident account and operational issues, interpreting financial information, coordinating processes across departments, and implementing established systems and procedures that support the financial and operational performance of the community.

Qualification Requirements:

• Bachelor’s degree in business administration, accounting, finance, or related field (or equivalent combination of education and relevant experience).
• 3–5+ years of progressive experience in business office operations, accounting, finance, billing, healthcare administration, or a related field.
• Demonstrated experience with accounts receivable, accounts payable, billing, collections, financial recordkeeping, or related business office functions.
• Demonstrated ability to independently research and resolve financial, billing, payer, or administrative issues.
• Experience working with confidential financial, resident, employee, or operational information.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, Word, and Teams, and the ability to learn and effectively use business and financial systems.
• Strong financial acumen and analytical skills.

Essential Functions:

• Oversees community business office operations, coordinating resident financial services, administrative processes, financial documentation, and related activities in accordance with company policies, internal controls, and established procedures.
• Coordinates resident billing and accounts receivable activities, including maintaining accurate resident accounts, entering applicable charges in Matrix, reviewing statements, researching discrepancies, supporting collections, and meeting with residents or responsible parties to explain charges and account activity.
• Coordinates payer and insurance processes, including payer verification, documentation, long-term care insurance claims, communication with insurance carriers, research of delayed or denied claims, and assistance to residents and families in navigating applicable benefits and reimbursement processes.
• Partners with Corporate Finance on financial operations, including billing requirements, accounts receivable, accounts payable, reconciliations, financial reporting, claims and payment inquiries, and resolution of financial issues. Maintains accurate records and follows established financial controls and segregation-of-duties requirements.
• Coordinates accounts payable and purchasing processes, including reviewing and coding invoices, processing SmartPO transactions, preparing and tracking check requests, coordinating departmental approvals, and ensuring invoices and supporting documentation are submitted timely and in accordance with established budget guidelines.
• Manages community cash and deposit activities, including petty cash, resident collections, receipts, and RTF and operating deposits, ensuring funds and supporting documentation are accurately recorded, secured, and processed according to established financial procedures.
• Maintains accurate census and resident status information, collaborating with Admissions, nursing, and other departments to track resident movement, hospitalizations, and status changes and ensuring required documentation is completed to support accurate records and billing.
• Maintains effective administrative systems and records, serving as a resource for applicable business and purchasing systems, supporting department leaders with administrative…