Business Office Manager

Waterville Cares; Waterville, Northern (ME, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Waterville Residential Care Center in Waterville, ME seeks an organized Business Office Manager to oversee billing, collections, and financial administration while supporting residents and families with billing matters.

The role requires accuracy, confidentiality, and strong communication as you work with Medicaid processes, balance accounts, and coordinate with leadership to optimize financial outcomes for the facility.

Qualifications

• Experience in a business office, billing, collections, or financial administration.
• Healthcare billing experience or knowledge ( Medicaid a plus ).
• Familiarity with resident billing and financial documentation.

Responsibilities

• Manage private-pay and Medicaid billing and collections.
• Prepare deposits and process payments accurately.
• Communicate with residents and families about balances.
• Monitor Medicaid Pending applications and follow up weekly.
• Assist with Medicaid applications, certifications, and eligibility reviews.
• Maintain accurate resident payer and financial records.
• Oversee resident trust transactions and monthly reconciliations.
• Collaborate with leadership and Revenue Cycle team to improve financial outcomes.

Skills

Billing & collections

Accounts receivable

Financial administration

Communication

Confidentiality

Deadline management

Job description

Waterville Residential Care Center is seeking an organized, motivated, and detail-oriented Business Office Manager to join our team.

This is a key leadership position responsible for supporting the financial health of the facility while helping residents and families navigate billing, Medicaid, account balances, and other financial matters. The ideal candidate is dependable, comfortable working with numbers, and committed to both accuracy and compassionate customer service.

What You’ll Do

• Manage private-pay and NAMI billing, collections, and account follow-up
• Prepare deposits and ensure payments are accurately processed
• Communicate with residents and families regarding financial obligations and outstanding balances
• Monitor Medicaid Pending applications and complete weekly follow-up
• Assist with Medicaid applications, recertifications, eligibility reviews, and county communication
• Maintain accurate resident payer, demographic, and financial information
• Oversee resident trust transactions, statements, and monthly reconciliations
• Partner with facility leadership and the Revenue Cycle Management team to improve financial outcomes

What We’re Looking For

• Previous experience in a business office, billing, collections, accounts receivable, or financial administration role
• Skilled nursing, long-term care, or healthcare experience preferred
• Medicaid knowledge or experience strongly preferred
• PointClickCare and ePACES experience is a plus
• Strong organization, communication, and problem-solving skills
• Ability to manage deadlines, maintain confidentiality, and follow through consistently
• A professional, positive, and team-oriented approach

Why Join Waterville?

You’ll be part of a supportive team where your work directly impacts residents, families, and the success of the facility. This role offers meaningful responsibility, collaboration with experienced Revenue Cycle professionals, and opportunities to grow your healthcare business office expertise.