Business Office Manager

HLTC, Inc.

Ridgewood (NJ)

On-site

USD 70,000 - 95,000

Full time

14 days+

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Benefits offered by this job

403(b) Matching

Dental insurance

Employee Wellness program

Employer-paid Life and AD&D insurance

Flexible Spending Accounts (FSA)

ICHRA health insurance

Paid Annual Leave

Vision insurance

Short- and Long-Term Disability

Job summary

Vitruvian Health is seeking a Business Office Manager to direct overall business and accounting activities in accordance with applicable regulations. The role reports to the Administrator and ensures proper administrative guidelines are maintained.

The ideal candidate will manage the Business Office, maintain census, analyze AR, and coordinate with patients, insurers, and government agencies to resolve outstanding balances.

Qualifications

Bachelor’s degree in Business Administration or Accounting required.
Experience with healthcare finance, AR/AP, and patient financial counseling preferred.
Knowledge of Medicare/Medicaid rules and hospital billing practices preferred.

Responsibilities

Directs the overall business/accounting activities ensuring regulatory compliance.
Maintain an accurate daily census and financial records across departments.
Interpret and analyze AR reports to collect outstanding balances.
Communicate with patients, insurers, and government agencies to resolve balances.
Manage admissions financial counseling and ensure proper payor source planning.
Oversee departmental budgets and ensure proper supplies and equipment.

Skills

Business Office Management

Confidentiality

Census Accounting

AR Analysis

Patient Communication

Team Coordination

Education

Bachelor’s Degree in Business Administration or Accounting

Tools

Point Click Care

Job description

Who We Are

At Vitruvian Health, we serve with compassion. As the leading healthcare system for northwest Georgia and southeast Tennessee, we are committed not only to strengthening the health of our communities, but also to supporting the growth, success, and well‑being of every team member. Our Legacy Formerly Hamilton Health Care System, Vitruvian Health is built on a legacy of trust, innovation, and exceptional care. With more than 80 access points across the region—including Hamilton Medical Center and Bradley Medical Center—you’ll have the opportunity to be part of something bigger: a connected, mission‑driven team making a difference every day. Our Values Our core values—Professionalism, Respect, Integrity, Diversity, and Excellence (PRIDE)—guide every interaction and decision. We believe in empowering our people, celebrating what makes us unique, and delivering care that reflects the heart of our mission. Your Career With Us Join us and build a meaningful career where you’re valued, inspired, and supported to make a real impact. Excellence. Every person. Every time.

Business Office Manager JOB DESCRIPTION SUMMARY

Directs the overall business/accounting activities in accordance with current applicable federal, state, and local regulations, and as directed by the Administrator, to provide that proper administrative procedural guidelines are maintained.

ATTENDANCE REQUIREMENTS

Non-exempt Status: May be required to work beyond normal working hours and on weekends and holidays when necessary. Subject to callback during any emergency.

ACCOUNTABILITY

Reports to Administrator.

PRIDE VALUES

P-PROFESSIONALISM “The expertise, qualities and conduct that characterize a member of a profession”

R-RESPECT “A positive feeling of esteem for a person or other entity”

I-INTEGRITY “Honesty and consistency to a set of values”

D-DILIGENE “Constant and earnest effort applied to perform a task or accomplish a goal”

E-EXCELLENCE “The quality or state of being outstanding or superior”

ESSENTIAL DEMONSTRATION OF HLTC CORE VALUES

Ethical: We demonstrate credibility and accountability by doing the right thing for the right reason regardless of who is or is not watching. Teamwork: We work together towards attaining the same desired outcome for the good of the organization. It is providing assistance when needed and going the extra mile without being asked. Helpful: We commit ourselves to striving to meet or exceed the expectations of our customers. Innovative: We are creative in providing opportunities for enhanced customer service and professional development. Compassionate: We express a caring attitude toward peers, patients, and family members. This means treating others as they want to be treated. Attitude: We listen and respond positively toward peers, patients, and family members.

ESSENTIAL SKILL/KNOWLEDGE FUNCTIONS

Manage the Business Office so that confidentiality of clinical, personnel, and business records are maintained.
Maintain an accurate daily census in Point Click Care.
Interpret and analyze the accounts receivable reports and inquiries in order to provide correct balances and to collect outstanding balances.
Initiate actions necessary in a timely manner to provide accurate balances.
Communicate with patients and/or responsible parties, insurance companies and government agencies in order to collect outstanding receivables due from them.
Participate in the admission process conducting pre-admission financial counseling on each prospective patient for the purpose of determining the probable payor source and discussing services available to the patient.
Interact with patients and families discussing any concerns regarding their financial status with the center.
Knowledge and compliance with rules and regulations governing payments from Medicare, Medicaid, and insurance companies including daily Deposits, posting and month end.
Knowledge and compliance with the procedural guidelines for Accounts Receivable, Accounts Payable and Patient Trust Fund.

ESSENTIAL DEPARTMENT MANAGERIAL FUNCTIONS

May be required to manage other positions in the Business office such as the Financial Counselor.
Establish and maintain effective inter-departmental communication to provide positive working relationships.
Comply with established budget restraints.
Maintain appropriate supplies and equipment necessary to perform job and in accordance with established departmental budget.

ESSENTIAL ADMINISTRATIVE FUNCTIONS

Participate in Nursing Center surveys (Licensure / JCAHO) and any subsequently required reports.
Attend and participate in continuing educational programs to keep abreast on changes in your field as well as to maintain current license/certification, as required.
Attend and participate in mandatory in-services.
Honor patient’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints.
Comply with Corporate Compliance Program.
Report job-related functions/tasks that involve occupational hazards including exposure to blood and body fluids and others as necessary.
Follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
Follow established safety procedures when performing job tasks and/or working with equipment.
Perform other related duties as necessary and as directed by supervisor.
Comply with all Privacy and Security programs.

ESSENTIAL GENERAL FUNCTIONS

Attendance Punctuality Professional Appearance Communicates well with patients and family members providing warm and friendly greeting and an approachable attitude to family/visitors/patients and responds to expressed concerns while displaying a helpful, caring demeanor, answers questions when appropriate in a professional manner.

PHYSICAL ACTIVITY REQUIREMENTS

Primary Physical Requirements: Lift up to 10 lbs.: Occasionally may be required. Lift 11 to 25 lbs.: Not required. Lift 26 to 40 lbs.: Not required. Lift over 40 lbs.: Not required. Carry up to 10 lbs.: Occasionally may be required. Carry 26 to 40 lbs.: Not required Carry over 40 lbs.: Not required Reach above shoulder height: 4 feet. Reach at shoulder height: Frequently occurs when answering phone or using PA System. Reach below shoulder height: Occasionally occurs. Hand Manipulation: Grasping: Constantly when using pen or pencil. Fingering: Occasionally may be required for using computer keyboard and telephone. Handling: Constantly when using a pen or pencil. Torquing: Not required. Other Physical Considerations: Twisting: Not required. Bending: Rarely, may be required when retrieving dropped items from drawers. Crawling: Not required. Squatting: Not required. Kneeling: Not required. Crouching: Not required. Climbing: Not required. Balancing: Not required. During an 8 hour day, Associate is required to: Consecutive Hours Total Hours Sit 3 4 Stand 2 2 Walk 2 2 Work Surface: Standard desk and office chair. Cognitive and Sensory Requirements: Talking: Necessary for communicating with others. Hearing: Constantly required when communicating with patients, visitors, and staff. Sight: Constantly required when monitoring the outgoing and incoming visitors and patients and staff. Tasting & Smelling: Not required.

OTHER TRAINING, SKILLS AND EXPERIENCE REQUIREMENTS

Should possess as a minimum a Bachelor’s Degree in Business Administration/or Accounting Major but not required. Long Term Care experience in accounts payable and receivable.

EQUIPMENT USED

Phone system, computers, computer-based programs and other office equipment.

SUMMARY OF OCCUPATIONAL EXPOSURES

Tasks assigned to this position may involve potential and/or direct exposure to blood, body fluids, infectious disease, air contaminants and hazardous chemicals. May be subject to hostile and emotionally upset patients, family members, associates and visitors.

OTHER CONSIDERATIONS AND REQUIREMENTS

This is a very sedentary position and associate is not required to do extensive physical exertion. Associate is rarely required to do any lifting. Associate is typically able to sit, stand, and walk as needed.

EEO / M/ F/ D/ V/ Drug-Free Workplace

Full-Time and Part-Time employees are eligible for the following benefits: