Regional Business Office Manager

West Branch Geriatric Village Inc; Southfield, Northern (MI, KY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Daily Pay

401(k) with company match

Medical Insurance

Dental Insurance

Vision Insurance

Disability Insurance

EAP

Villa Perks program

Paid Time Off

Job summary

Villa Healthcare is seeking a Regional Business Office Manager to oversee Accounts Receivable, Resident Trust, and related regulatory compliance across facilities. You will lead Business Office staff, ensure billable payer sources for resident days, and maintain reporting to streamline month-end close.

The role emphasizes ensuring timely collections, monitoring claims, and driving process improvements. Travel to facilities is required to support regional operations and staff development.

Qualifications

• Associate’s degree in a related field, or two (2) years of relevant equivalent experience.
• Basic accounting or bookkeeping courses or experience preferred.
• 3 years prior experience in Skilled Nursing Facility Medicaid Pending Process in the specified state
• At least 5 years of experience working in a skilled nursing facility preferred.

Responsibilities

• Review daily and monthly census and payer reconciliations.
• Conduct admission file audits to ensure compliance.
• Review Resident Trust activity for accuracy, reconciliation, and compliance.
• Monitor cash reports and follow up on facilities not meeting collection targets; report shortfalls.
• Complete Medicare and private payer bad debt reporting, write-offs, Exhibit 5, and adjustment batches.

Skills

Accounts Receivable

Regulatory Compliance

Financial Reporting

HIPAA & PHI

Auditing

Leadership

Education

Associate’s degree

Accounting courses

Skilled Nursing Facility Medicaid Pending Experience

Tools

Microsoft Office

Job description

Villa Healthcare is seeking a Regional Business Office Manager to join their team! Oversee Accounts Receivable and Resident Trust to ensure regulatory compliance, timely collections, and achievement of key metrics. Provide leadership and support to Business Office staff, ensure billable payer sources for all resident days, maintain reporting, and ensure BOM responsibilities are completed timely at each facility.

Regional Business Office Manager Duties and Responsibilities

• Review daily and monthly census and payer reconciliations
• Conduct admission file audits to ensure compliance
• Review facility deposit journals and related activity for compliance
• Review Resident Trust activity for accuracy, reconciliation, and compliance
• Perform daily census review to verify reconciliations, billable admitting payers, payer changes, and collection of balances prior to discharge
• Confirm Medicaid Pending eligibility, PL booking and collection, application submission, recertifications, and ongoing case tracking
• Verify private pay assets, confirm available resources, and collect balances in full
• Monitor cash reports and follow up on facilities not meeting collection targets; report shortfalls
• Monitor claim denials to identify trends and develop action plans and training
• Monitor UNK Days to ensure PDPM and rate data is reflected timely in census
• Monitor A/R refund processing and validate supporting documentation
• Conduct weekly facility visits and review LOCD lists, Medicaid Pending cases, private accounts, and PL aging
• Address outstanding balances using ACH, RFMS, CC, or rep payee when required
• Submit monthly facility visit schedules
• Conduct monthly private A/R aging reviews and report action plans
• Complete Medicare and private payer bad debt reporting, write-offs, Exhibit 5, and adjustment batches
• Monitor and support A/R month-end close, including ancillary charges, payer setup, resident rates, and AR close validation
• Conduct quarterly A/R reviews and identify trends and corrective actions
• Maintain Medicaid Pending logs, prepare monthly and YTD reports, report regulatory updates, and coordinate with state Medicaid offices
• Complete quarterly Resident Trust audits
• Maintain billing system proficiency, participate in ongoing training, protect PHI, and comply with HIPAA, company, state, and federal regulations
• Perform all other duties, as assigned.

Regional Business Office ManagerSkills and Abilities:

• Intermediate systems processing.
• Ability to travel to facilities, as needed.
• Good organizational and communication skills.
• Ability to read, write, speak, and understand English.
• Ability to relate positively, effectively and appropriately with residents, families, community members, volunteers and other facility staff.
• Strong understanding of Medicare and Medicaid claims processing.
• Demonstrate basic computer knowledge and ability with an aptitude to learn company applications. Microsoft Office version 1997, 2000 or XP, MS Word, MS Access, MS Excel, E-mail, Outlook, Internet Explorer.
• Strong leadership and independent skills

Regional Business Office Manager Education and Experience:

• Associate’s degree in a related field, or two (2) years of relevant equivalent experience
• Basic accounting or bookkeeping courses or experience preferred.
• 3 years prior experience in Skilled Nursing Facility Medicaid Pending Process in the specified state
• At least 5 years of experience working in a skilled nursing facility preferred.

Physical Requirements:

• Ability to travel to facilities, as needed.
• Walking, reaching, bending, lifting, extended sitting, grasping, fine hand coordination, pushing and pulling, ability to distinguish smells and temperatures, all with or without the aid of mechanical devices is required.
• Limited potential for exposure to environmental hazards. Understanding and adherence to company safety standards and protocols required.
• Meet all health requirements as needed.
• Dialogue concerning ADA reasonable accommodations are always available upon request – i.e. the interactive process.

Villa Healthcare Full-Time Benefits:

• Daily Pay & Competitive Compensation
• 401(k) with company match
• Medical Insurance
• Dental, Vision, and Disability insurance
• Employee Assistance Program (EAP)
• Access to Villa Perks, an Employee Discount Program
• Innovative Training Programs
• Opportunity for Growth and Advancement
• Paid Time Off
• And much more!

Why Villa

At Villa Healthcare, making people better is at the heart of everything we do - and that starts with our team. We don't just provide care, we create moments of connection, dignity, and compassion that matter. "We never settle" isn't just our motto- it's our mindset. We push beyond the expected to uplift the lives of our guests, their families, and each other. Our people bring skill, heart, and purpose to their work, and in return, we offer support, growth, and a sense of belonging. When you join Villa, you're not just joining a workplace - you're becoming part of a mission that changes lives, including your own.

SHARED CODE OF CONDUCT:

Villa's Service Excellence Code of Conduct. Becoming a member of the Villa Team includes upholding Villa's B.E.T.T.E.R. standards every day. Be Welcoming to All, Establish a Relationship, Trust & respect, Teamwork, Engage & Communicate & Recognize

Villa Healthcare Facilities are Equal Opportunity Employers and do not discriminate based on any protected right such as race, color, nationality, gender, age, disability or any protected applicable right under the National Labor Relations Act.