Business Office Manager

We offer specialized professional levels of care and support for residents, including Short-Stay Rehabilitation, Skilled Nursing Care and Long Term Care services that are delivered by an experienced, thoughtful and professional staff who follow evidenced based clinical best practices designed to promote health and safety and whose commitment to deliver the highest level of care never wavers. Under the ownership of First Atlantic Healthcare, Stillwater Health Care follows in First Atlantic's long standing reputation for excellence in Long Term Care.

Learn more about Stillwater Health Care:

Purpose Of Position

The Business Office Manager oversees the daily operations of the facility’s office in manner consistent with attaining facility goals while living the mission and values of the facility. The duties include oversight of human resources, facilitation of payroll, management and monitoring of Accounts Receivable, maintenance of financial records and role-modeling customer service excellence.

Qualifications

• Working knowledge and experience with bookkeeping/accounting procedures.
• Expertise with accounts payable / accounts receivable procedures.
• Intermediate level knowledge of Microsoft Office Suite (Work, Excel), as well as e-mail and calendar software.
• Strong customer service focus.
• Professional communication experience, verbal and written (e.g., phone, e-mail).
• Experience working with on-line business platforms.

Skills

• Organize and maintain adequate bookkeeping records/filing systems.
• Detail oriented and in order to assure that records concern accounts receivable, payroll, employee records, accounts payable, and resident personal funds are accurate, timely and in compliance with regulation and company policy.
• Work both under close supervision and independently, following verbal and written instructions.
• Perform tasks on time despite frequent interruptions.
• Adjust to diversified types of personalities, using tact, courtesy and judgement in dealing with varying situations; including residents and their families, visitors, the public, employees, and affiliates
• Nimbly adapt and use multiple software platforms.
• Working knowledge of Medicare and Medicaid, as well as federal and state regulations.
• Read/Write English, as well as hear and speak clearly

Education/Requirement

The Business Office Manager must have an Associates Degree in Business (or related field) or commensurate experience in a similar position.

Essential Job Functions & Responsibilities

Resident Trust

• Performs monthly bank reconciliation, maintains bank statements and ensures accuracy with cashbox
• Issues/Writes checks when needed
• Processes deposits and withdrawals by residents and/or their responsible parties through Resident Trust on-line platform
• Files scan of receipts in the O:
  Drive folders (by month)
• Completes accurate posting of trust transactions (data entry by individual resident)
• Prepares computerized quarterly accounting statements of individual resident trust accounts and sends to the resident and/or appropriate responsible party as scheduled
• Performs bank reconciliation of resident trust account and submits to facility accountant by the
  10th of each month
• Adhere to Medicare and Medicaid regulation, as well as federal and state regulations and company policy as related to personal funds

Accounts Receivable

• Handles and oversees incoming accounts receivable payments/billing information issues at the facility.
• Works closely with Accounts Receivable (A/R) partner at the home office
• Manages incoming/outgoing communication related to Accounts Receivable
• Accepts A/R payments from resident or responsible party, issuing receipts as requested (follow Cash Receipts procedure for cash payments)
• Prepares timely deposits, recording detail on deposit record sheet, copies checks and deposit slip and deposit record, and reports amount tm FAH Cashier and Billing Specialist via scan to email the day of the deposit
• Reviews and identifies payer source as needed on individual insurance policies
• Verifies co-insurance payments, per the individual insurance policies, and notifies perspective Nursing and Social Services departments as needed
• Notifies respective Billing Department of payer source changes as needed
• Checks all current and potential residents for Medicare eligibility MVP as needed, using MCR beneficiary coverage instructions
• Completes census and room summary daily by 9am. Follow all procedures pertaining to census, per the Census Policy
• File Maine Care Movement Cards as required
• Updates software of changes of residents’ addresses, payor, insurance categories, etc.
• Submits bills received at the facility for Medicare A and Medicare B replacement plans (patient) directly to the billing department for processing (see Billable Supplies Section)
• Completes all paperwork for outpatient therapies, verifies insurance and files in resident’s folder on the O:
  Drive on time (see 9. R PT OT ST NF Inpatient Outpatient Therapy Policy &Procedure)
• Meets with new residents and responsible parties to discuss…