Business Office Manager

Grandview Rehab & Healthcare Center is seeking an experienced, organized, and detail-oriented Business Office Manager to oversee the facility's financial and administrative business office operations.

The ideal candidate will have prior experience in a skilled nursing or long-term care environment, a strong understanding of Medicare and Medicaid billing, accounts receivable, collections, resident trust accounts, and the ability to lead a business office team.

This position plays an important role in supporting the facility's financial performance while ensuring residents and their families receive professional, respectful, and timely assistance with billing and financial matters.

The Business Office Manager is responsible for managing and overseeing the daily operations of the facility's business office. This includes resident billing, accounts receivable, collections, insurance verification, Medicare and Medicaid processing, resident trust accounts, financial reporting, and administrative oversight.

The Business Office Manager will work closely with the Administrator, Admissions, Nursing, Social Services, and corporate departments to ensure accurate financial records, timely billing, effective collection practices, and compliance with applicable regulations and facility policies.

1. Accounts Receivable and Resident Billing

• Oversee all resident billing activities, including Medicare, Medicaid, managed care, commercial insurance, and private-pay accounts.
• Ensure resident accounts are billed accurately and within established deadlines.
• Monitor outstanding balances and maintain an effective accounts receivable collection process.
• Review aging reports regularly and follow up on overdue accounts.
• Identify billing discrepancies, investigate outstanding balances, and coordinate corrections.
• Communicate with residents, responsible parties, and family members regarding outstanding balances and payment arrangements.
• Monitor Medicaid-pending accounts and ensure applications and supporting documentation are submitted timely.
• Track applied income, patient liability, and other resident financial obligations.

2. Medicare, Medicaid, and Insurance Administration

• Oversee Medicare and Medicaid billing processes and ensure supporting documentation is maintained.
• Verify insurance coverage and payer information for new admissions and current residents.
• Coordinate with Admissions to confirm appropriate payer sources and financial information.
• Monitor Medicaid applications, renewals, pending cases, and required documentation.
• Follow up with state agencies, insurance companies, and other third parties regarding pending claims and reimbursement.
• Identify denied or delayed claims and coordinate appropriate follow-up and resolution.

3. Resident Trust Accounts

• Oversee the administration and maintenance of resident trust accounts in accordance with applicable requirements.
• Ensure resident funds are accurately recorded, deposited, disbursed, and reconciled.
• Maintain supporting documentation for all transactions.
• Ensure resident funds are handled appropriately and records are available for review or audit.
• Address resident and family inquiries regarding personal funds and account balances.

4. Accounts Payable and Financial Administration

• Assist with oversight of accounts payable and facility-related financial documentation, as assigned.
• Review invoices and supporting documentation for accuracy and appropriate approval.
• Coordinate with the Administrator and corporate accounting regarding payment processing and outstanding items.
• Maintain organized financial records and supporting documentation.
• Assist with monthly reconciliations, financial reports, and other administrative reporting requirements.

5. Census and Admissions Coordination

• Work closely with Admissions and Nursing to maintain accurate daily census information.
• Verify admission, discharge, and transfer information to ensure accurate billing.
• Review payer information and financial documentation for new admissions.
• Ensure resident accounts are established accurately and timely.
• Communicate census and billing discrepancies to the appropriate departments.
• Assist with maintaining accurate records related to resident financial status and payer changes.

6. Staff…