Business Office Manager

(Cottage Grove Post Acute) Cottage Grove SNF Healthcare, LLC; Town of Cottage Grove (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

Cottage Grove SNF Healthcare, LLC in Wisconsin seeks a diligent Business Office Manager to oversee billing, collections, resident trust accounts, and Medicaid/Medi-Cal processes, while ensuring exceptional service to residents, families, and staff. The role requires strong medical billing and accounting skills, excellent organization, and a positive, professional approach.

You will supervise the business office team, manage accounts receivable, and coordinate with administrators to maintain

Qualifications

• High school diploma or equivalent.
• Medical billing and accounting experience is required.
• Minimum one year of experience in a skilled nursing facility, long-term care setting, or healthcare business office preferred.
• Knowledge of Medicare, Medicaid/Medi-Cal, managed care billing, and accounts receivable processes strongly preferred.
• Experience with PointClickCare (PCC) preferred.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and electronic billing systems.

Responsibilities

• Manage daily business office functions and supervise business office staff.
• Schedule, assign, and monitor work assignments to ensure operational efficiency and timely completion of tasks.
• Provide coaching, performance feedback, and corrective action when necessary.
• Maintain facility census records and report all census changes accurately and timely.
• Attend stand-up and operational meetings as requested by the Administrator.
• Perform skilled nursing facility billing functions, including Medicare, Medicaid/Medi-Cal, managed care, and private pay accounts.
• Obtain and maintain managed care and Medicaid/Medi-Cal authorizations, including bed hold authorizations.
• Monitor accounts receivable and conduct collection activities to reduce outstanding balances and bad debt.
• Prepare bank deposits and assist with payment posting and reconciliation processes.
• Manage resident trust funds, including maintaining accurate records and preparing monthly trust account statements.
• Assist with financial reporting and other accounting-related duties as assigned.
• Assist residents and families with Medicaid/Medi-Cal application processes.
• Prepare and submit Treatment Authorization Requests (TARs) as required.
• Track Medicaid/Medi-Cal eligibility and redetermination deadlines to ensure uninterrupted coverage and reimbursement.

Skills

Billing accuracy

Account reconciliation

Financial reporting

Organizational skills

Communication

Team supervision

Policy compliance

Attention to detail

Education

High school diploma or equivalent

Tools

PCC (PointClickCare)

Microsoft Office

Job description

The Business Office Manager plays a key role in supporting the financial operations of the facility while ensuring exceptional service to residents, families, and staff. This position oversees billing, collections, resident trust accounts, Medicaid/Medi-Cal processes, and business office operations. The ideal candidate will possess strong medical billing and accounting skills, excellent organizational abilities, and maintain a positive, friendly, and professional approach in all interactions.

Essential Duties and Responsibilities

Business Office Operations

• Manage daily business office functions and supervise business office staff.
• Schedule, assign, and monitor work assignments to ensure operational efficiency and timely completion of tasks.
• Provide coaching, performance feedback, and corrective action when necessary.
• Maintain facility census records and report all census changes accurately and timely.
• Attend stand-up and operational meetings as requested by the Administrator.

Billing and Financial Management

• Perform skilled nursing facility billing functions, including Medicare, Medicaid/Medi-Cal, managed care, and private pay accounts.
• Obtain and maintain managed care and Medicaid/Medi-Cal authorizations, including bed hold authorizations.
• Monitor accounts receivable and conduct collection activities to reduce outstanding balances and bad debt.
• Prepare bank deposits and assist with payment posting and reconciliation processes.
• Manage resident trust funds, including maintaining accurate records and preparing monthly trust account statements.
• Assist with financial reporting and other accounting-related duties as assigned.

Medicaid/Medi-Cal Administration

• Assist residents and families with Medicaid/Medi-Cal application processes.
• Prepare and submit Treatment Authorization Requests (TARs) as required.
• Track Medicaid/Medi-Cal eligibility and redetermination deadlines to ensure uninterrupted coverage and reimbursement.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Medical billing and accounting experience is required.
• Minimum one year of experience in a skilled nursing facility, long-term care setting, or healthcare business office preferred.
• Knowledge of Medicare, Medicaid/Medi-Cal, managed care billing, and accounts receivable processes strongly preferred.
• Experience with PointClickCare (PCC) preferred.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and electronic billing systems.

Skills & Competencies

• Strong understanding of healthcare reimbursement and long-term care billing practices.
• Excellent accounting, bookkeeping, and organizational skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Strong analytical and problem-solving abilities.
• Effective verbal and written communication skills.
• Ability to interpret policies, procedures, and regulatory requirements.
• Demonstrates professionalism, reliability, and attention to detail.
• Positive, friendly, and service-oriented attitude with the ability to build strong relationships with residents, families, staff, and external partners.

Physical Requirements

Prolonged use of computers and office equipment.

Frequent standing, walking, reaching, pushing, and pulling.

Frequent communication through speaking and hearing.

Ability to lift up to 50 pounds when necessary.

Occasional bending, stooping, kneeling, crouching, climbing, or balancing.

Visual abilities sufficient for close work, computer use, and reviewing detailed documents.

Work Environment

This position is performed in an office environment within a skilled nursing facility. Noise levels are typically low to moderate.

Disclaimer

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, assign, or reassign duties as business needs require.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.

PACS is revolutionizing the delivery and leadership of post-acute healthcare and support services across the country. Originally founded in 2013, the organization now consists of hundreds of independent operating subsidiaries, as well as ancillary and support services. We bring a proven model of mission-driven care that balances access to a national network of support and resources with local decision making.

In addition, PACS helps connect exceptional people with premier healthcare careers across the country. We focus on finding innovative and effective team members based on their qualifications, experience, geographic preferences, and personality fit with the existing facility staff and culture.

We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants of every race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, and any other protected characteristic.

Employment decisions are based on qualifications, merit, and business needs.