Business Office Coordinator

Elemental Management Group; Village of Waterville (NY); On-site; USD 34,385,000 - 51,577,000; Part time

Job summary

Waterville Residential Care Center in Waterville, NY is seeking a Part-Time Business Office Coordinator to support Medicaid administration, resident finances, and daily office functions. This onsite role collaborates with facility leadership and EMG’s Revenue Cycle Management team to focus on onsite processes and accurate documentation.

The ideal candidate will be highly organized, able to handle multiple deadlines, and communicate effectively with residents and families.

Qualifications

• Requires highly organized, detail-oriented approach.
• Ability to manage multiple resident financial matters and deadlines.
• Excellent communication with residents, families, and staff.

Responsibilities

• Assist residents with Medicaid applications and required documentation.
• Maintain Medicaid Pending tracking and coordinate with DSS and Revenue Cycle team.
• Handle resident payments and prepare deposits.
• Maintain Resident Trust/PNA and Representative Payee responsibilities and reconciliations.
• Keep resident demographic and financial records accurate and audit-ready.

Skills

Excellent organization

Attention to detail

Strong communication

Independent worker

Time management

Education

High school diploma

Tools

RFMS

PointClickCare

Job description

Part-Time Business Office Coordinator

Waterville Residential Care Center | Waterville, NY
Part-Time | Up to 25 Hours per Week | $24.00/hour

Waterville Residential Care Center is seeking an organized, dependable, and detail-oriented Part-Time Business Office Coordinator to support the day-to-day financial and administrative functions of our skilled nursing facility.

This is an onsite position that works closely with facility leadership and Elemental Management Group’s Revenue Cycle Management team. The Business Office Coordinator serves as the facility’s primary onsite Business Office resource, with a strong focus on Medicaid administration, resident financial support, Resident Trust/PNA accounts, deposits, and accurate financial documentation.

Unlike a traditional Business Office Manager position, several billing, collection, and financial functions are supported centrally by our Revenue Cycle Management team. This allows the Business Office Coordinator to focus on the responsibilities that require strong onsite presence, organization, resident/family communication, and follow-through.

What You’ll Do

In this role, you will:

• Assist residents and families with Medicaid applications, required documentation, annual recertifications, and routine follow-up.

• Maintain Medicaid Pending tracking and communicate with county DSS, residents, families, facility leadership, and the Revenue Cycle team regarding outstanding requirements and case status.

• Review routine Medicaid correspondence, eligibility information, and payer changes and escalation complex issues for additional support.

• Receive resident and responsible-party payments and prepare timely bank deposits.

• Maintain facility petty cash in accordance with established policies and procedures.

• Manage onsite Resident Trust/PNA and Representative Payee responsibilities, including RFMS transactions, deposits, direct deposits, disbursements, supporting documentation, reconciliations, and quarterly statements.

• Maintain accurate resident demographic, insurance, responsible-party, and financial information.

• Communicate with residents and responsible parties regarding copays, financial responsibility, insurance information, and requested documentation.

• Support onsite Private Pay and NAMI collection efforts in coordination with the centralized Revenue Cycle team.

• Maintain and update the facility's Private Pay cash projections to support accurate financial planning and collection expectations.

• Participate in weekly Utilization Review meetings and remain aware of payer changes, coverage terminations, Medicaid status, and resident financial responsibility.

• Coordinate closely with Admissions, Nursing, Social Work, Reception, facility leadership, and EMG Revenue Cycle Management.

• Maintain organized, accurate, and audit-ready documentation.

The responsibilities align with the onsite cash/deposit, Medicaid, resident-account, Trust/PNA, payer-accuracy and coordination functions we built into the new position.

What We’re Looking For

The right candidate will be someone who is highly organized, comfortable working independently, and able to manage multiple resident financial matters and deadlines at the same time.

Experience in a skilled nursing facility, healthcare Business Office, Medicaid, resident accounts, RFMS, PointClickCare, or a similar healthcare setting is preferred, but I would not make all of those required.

A strong candidate should have:

• Excellent organization and follow-through

• Strong attention to detail and accuracy

• Comfortable working with financial information and basic reconciliation

• Strong communication and customer-service skills

• Ability to communicate professionally with residents, families, county agencies, and coworkers

• Ability to maintain confidential resident and financial information

• Basic computer proficiency and ability to learn new systems

• Ability to prioritize time-sensitive responsibilities in a part-time schedule

• High school diploma or equivalent; additional business, healthcare, or financial experience preferred

Why This Role Is Different

This position is part of a collaborative Business Office model. You will not be expected to manage every billing and collection function independently.

You’ll have the support of an experienced centralized Revenue Cycle Management team while serving as the key onsite resource for Waterville's residents, families, Medicaid processes, and Business Office operations.