Business Office Manager

Viva Senior Living; Gaffney (SC); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in healthcare is seeking a Business Office Manager to oversee administrative functions, including accounts receivable, payroll, and office staff supervision. The ideal candidate will ensure accurate financial reporting and maintain high standards of service to residents and staff.

Qualifications

• Experience in administrative roles, preferably in healthcare.
• Ability to supervise and manage office staff.

Responsibilities

• Supervise office assistant and receptionist.
• Manage accounts receivable and payable functions.
• Process payroll and maintain employee files.

Skills

Communication

Supervision

Organization

Problem Solving

Job description

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Description

BUSINESS OFFICE MANAGER

DEPARTMENT: Administration | FLSA Status: Exempt

SUPERVISOR: Administrator of community | DATE: 02/25/2024

AREA OF SUPERVISION: Receptionist and office assistant when positions exist.

Duties And Responsibilities

• Supervise office assistant and/or receptionist; meet public and staff; act as administrative assistant if position does not exist; organize, prioritize, and assign work; assure accuracy of all financial reports and records; order supplies as needed and handle maintenance needs on equipment such as copy machines, adding machines/calculators, printers, and computers.
• The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current prevailing federal and state regulations and established company policies and procedures.

ACCOUNTS RECEIVABLE FUNCTION

• Review admissions for accuracy of payer information.
• Maintain daily census information for each resident of the facility.
• Prepare and bill the responsible party, monthly in accordance with the established due dates and procedures.
• Follow up on all receivables billed out of the facility for payment status.
• Record collection notes on all delinquent accounts and report delinquent accounts to the Administrator.
• Refer delinquent accounts to collection agencies or legal counsel after all collection efforts are exhausted.
• Post all payments to resident ledgers and monitor account accuracy.

ACCOUNTS PAYABLE FUNCTION

• Monitor mail for invoices and ensure proper routing.
• Code all administrative invoices and verify their accuracy.
• Ensure timely entry of valid invoices into the system.
• Review and correct accounts payable work as needed.
• Authorize payments with proper documentation and update vendor information as required.
• Obtain W-9 forms from service providers as legally required.
• Communicate with vendors about invoices and payments.

PAYROLL FUNCTION

• Transmit new hire information promptly to the home office.
• Report new employees to relevant authorities.
• Monitor time clock for discrepancies and report issues.
• Maintain employee files and process payroll including hours, bonuses, deductions, etc.
• Distribute paychecks and report payroll changes timely.
• File payroll reports with authorities as required.

CASH FUNCTION

• Monitor incoming payments and deposit funds daily.
• Post payments to accounts and reconcile cash accounts regularly.

CENSUS FUNCTION

• Reconcile census data daily and monitor changes affecting billing.
• Ensure proper recording of room changes, transfers, discharges, and leaves.
• Communicate with clinical staff to ensure billing accuracy.
• Report discrepancies immediately.

Other Functions

• Participate in departmental meetings.
• Greet visitors professionally.
• Communicate effectively with staff and visitors.
• Supervise office staff if applicable.
• Answer and route phone calls promptly.
• Stay informed about employment laws and regulations.
• Perform other duties as assigned.

Requirements

BASIC REQUIREMENTS

• Residents always come first, and their needs will be met unless conflicting with others or the organization.
• Treat residents, families, co-workers, and visitors with respect, dignity, and kindness.
• Support the mission, vision, and values of the facility.
• Maintain ethical, honest, and professional conduct in all dealings.
• Report to work on time and adhere to scheduled shifts.

Additional Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Hospitals and Health Care