Business Office Assistant

GreenTree Healthcare Management; Kings Grant (MD); On-site; USD 42,000 - 52,000; Full time

Job summary

GreenTree Healthcare Management is seeking a Business Office Assistant to provide essential administrative support in a long-term care setting. The role involves handling resident financial records, billing, Medicaid/Medicare documentation, and interdepartmental coordination.

The position requires strong organizational skills, attention to detail, and the ability to maintain confidentiality while communicating professionally with residents, families, and vendors.

Qualifications

• High school diploma or equivalent required.
• Experience in business office, medical office, healthcare, long-term care, billing, accounts receivable, or administrative work preferred.
• Experience in skilled nursing or long-term care facility is strongly preferred.
• Experience with Medicare, Medicaid, insurance billing, resident accounts, or healthcare reimbursement is a plus.
• Strong computer skills including Microsoft Word and Excel.

Responsibilities

• Provide daily administrative support to the Business Office Manager and facility leadership.
• Maintain accurate resident demographic, financial, insurance, and billing information.
• Assist with Medicare, Medicaid, managed care, and private-pay documentation.
• Review documents for completeness, accuracy, and required signatures.
• Assist with Medicaid applications, renewals, and eligibility verification.
• Track payments, deposits, receipts, and other financial documentation.
• Maintain confidentiality of resident and financial information.

Skills

Attention to detail

Strong communication

Confidentiality

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Job description

Business Office Assistant

The Business Office Assistant is responsible for providing administrative and clerical support to the Business Office and assisting with the day-to-day financial and administrative operations of the long-term care facility. This position requires strong attention to detail, excellent organizational skills, confidentiality, and the ability to communicate professionally with residents, families, employees, insurance companies, Medicaid/Medicare representatives, and other external parties.

The Business Office Assistant supports the Business Office Manager with maintaining accurate resident and financial records, processing documentation, answering questions, and ensuring that information is entered and maintained accurately and timely.

Essential Duties and Responsibilities

• Provide daily administrative and clerical support to the Business Office Manager and facility leadership.

• Assist with maintaining accurate resident demographic, financial, insurance, and billing information.

• Assist with Medicare, Medicaid, managed care, and private-pay documentation as assigned.

• Review documents for completeness, accuracy, and required signatures.

• Assist with collecting and organizing information needed for Medicaid applications, renewals, and eligibility verification.

• Assist with following up on outstanding documentation, missing information, and pending accounts.

• Assist with reviewing and tracking outstanding balances and communicating concerns to the appropriate Business Office staff.

• Answer telephone calls, respond to routine questions, take messages, and direct residents, families, vendors, and other callers to the appropriate department.

• Provide professional customer service to residents and their responsible parties regarding routine billing and account questions.

• Assist with preparing correspondence, reports, spreadsheets, forms, and other business office documents.

• Maintain organized electronic and paper files in accordance with facility procedures and confidentiality requirements.

• Enter and update information in facility computer systems and billing-related software accurately and timely.

• Assist with obtaining and maintaining required resident financial documentation.

• Assist with tracking payments, deposits, receipts, and other financial documentation as assigned.

• Work closely with the Business Office Manager, Administrator, Admissions, Social Services, Nursing, and other departments to obtain information necessary to maintain accurate resident accounts.

• Assist with preparing documentation for audits, surveys, and internal reviews.

• Maintain strict confidentiality of resident, employee, financial, and other sensitive information in accordance with facility policies and applicable regulations.

• Follow all facility policies and procedures, including HIPAA, privacy, security, and record-retention requirements.

• Assist with special projects and other administrative duties as assigned by the Business Office Manager or Administrator.

Qualifications and Experience

• High school diploma or equivalent required.

• Previous business office, medical office, healthcare, long-term care, billing, accounts receivable, or administrative experience preferred.

• Experience working in a skilled nursing or long-term care facility is strongly preferred.

• Experience with Medicare, Medicaid, insurance billing, resident accounts, or healthcare reimbursement is a plus.

• Strong computer skills, including Microsoft Word and Excel.

• Excellent organizational skills and attention to detail.

• Ability to prioritize multiple tasks and meet deadlines.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and handle sensitive financial and resident information professionally.

• Ability to work effectively with residents, families, employees, insurance representatives, and facility leadership.

• Must demonstrate professionalism, dependability, accuracy, and a commitment to providing excellent customer service.

Physical and Work Requirements

The position requires the ability to work in an office environment, sit and stand for extended periods, use a computer and telephone, maintain accurate records, and occasionally move or retrieve office files and supplies. The employee must be able to perform assigned duties with appropriate attention to accuracy, confidentiality, and regulatory compliance.

Experience in a long-term care facility and knowledge of the healthcare business office environment are highly valued for this position.