Business Office Coordinator

Ingleside•Rockville, MD

3d•Onsite

About The Position

The Business Coordinator is responsible for managing billing processes, maintaining accurate financial records, and ensuring timely collection of payments. This role involves maintaining census reports, reconciling accounts, generating statements, and communicating with residents, families, and insurance providers regarding billing inquiries. The Coordinator also assists with Medicare and Medicaid claims, as necessary, and monitors account receivable, and participates in month-end processes.

Requirements

Associates Degree in Business related field or equivalent experience preferred.
Two (2) to four (4) years of experience in billing insurance, account collections, Medicare and Medicaid billing and reimbursement preferred.
Experience in office management and skilled nursing facility billing preferred.
Demonstrated leadership skills and strong initiative and ability to work in a self-directed environment.
Must have the ability to apply practical understanding to carry out instructions furnished in written and oral form, possess effective verbal and written communication ability, basic math skills, strong customer service skills, and be proficient in the operation of computer applications and Microsoft Office.
Ability to be a team player and to multi-task in a fast-paced environment.
All employees are expected to uphold our ARISE values— Accountability, Respect, Innovation, Stewardship, and Excellence—guiding our behavior, decisions, and service to others with purpose and integrity.

Responsibilities

Update and maintain daily census to ensure daily and monthly census reports are accurate. Daily census reports should be communicated via e-mail to any pharmacy, laboratory, and therapy providers. Confirm that PCC census reports match the Intranet Census Dashboard.
Collect and deposit all receivables at least 1x weekly or more frequently, as necessary.
Act as a liaison between community and family members for all billing related questions.
Ensure all applicable financial related documents are appended to PCC. This includes, but is not limited to, POA documents, insurance cards, admissions contacts, etc.
Verifies and confirms all cash flow into the business office from Dining, Chapel, Encore, and/or any on-site store, and reconcile accounts monthly, if applicable to your community.
Generate and review trial bills for IL, AL, and MSAL for accuracy and completeness before releasing outsourced print services.
Generate collection letters in accordance with Ingleside’s AR policy. Provide collection letters to Assistant Controller - RCM for review. After reviewing, mailing, and distributing letters and addressing any resident/family concerns regarding the letter.
Refers delinquent accounts to Assistant Controller – Revenue Cycle Management/Controller.
Manages all month end processes, which include completion of data entry of all ancillaries, review and correction of edits, census reconciliation, and cash receipts.
Complete weekly private pay collection calls for outstanding accounts in all levels of care for room and board, coins, and deductibles. Log all collection efforts into PCC.
Attend monthly Triple Check meetings to support Medical Billing Manager/RHC.
Complete all refunds to patients and third-party vendors within 30 days.
Submit all Bad Debt Write-Off Request Forms to Controller by the 25th of each month for Aged AR balances that need to be written off. Form should include a clear explanation of the write-off, including a PDF of all collection notes and any other applicable documentation.
Attend Morning Stand-up Meeting and UR Meetings to ensure patients end date of coverage and if there is a need to apply for Medical Assistance.
Complete insurance verification screens for potential SNF admissions, including Managed Care benefit coverage verification.
Input or update resident payer trees in PCC and ensure all payer changes and payer trees are accurate for billing sequencing.
Communicate with LTC insurance providers, as necessary, on the completion of financial documents or continuing care documents to ensure timely receipt of claims. Business Office Coordinators should work closely with Clinical staff or the Medical Billing Manager, as necessary, for non-financial-related LTC forms.
Validate Private Pay rate changes in PCC, including the management of Life Care Rates or Special Rates outside of the Ancillary Packet.
Communicate with residents, family members or the approved designates their medical coverage and benefits including but not limited to covered services and available benefits.
Monthly, and more frequently if needed, review the Aged Trial Balance with Controller, Medical Billing Manager, Assistant Controller – Revenue Cycle Management and Community Sr. Management.
Handle and interpret A/R billing questions from residents.
Monitor, manage, and adjust open AR transactions within 30 days.
Ensure Admissions Checklist is completed for all new admissions into Skilled Nursing. The Business Office Coordinator is responsible for ensuring all lines of items are signed off and that the completed Admissions Checklist is uploaded to PCC.
Backup for other BOCs, as necessary, insurance verification screens or census update during vacancies (vacation, open positions, etc.)
Maintains professional presence when representing Ingleside exhibits degree of professionalism consistent with standards in performance, behavior, and appearance.
Always maintain resident confidentiality according to policies and procedures; use discretion when discussing confidential matters.
Demonstrates courteous and cooperative behavior with residents, families, co-workers, subordinates, supervisors, and other department staff.
Maintains positive working relationships with management and coworkers; willingly follow directions and requests as appropriate.
Exhibits professional standards through appearance and demeanor consistent personnel standards.
Demonstrates a thorough knowledge of work assignments and performs in a manner to meet quality and timeliness objectives.
Demonstrates knowledge and understanding of policies and procedures; seeks clarification or interpretation from an appropriate supervisor when needed.
Uses tactful, diplomatic communication techniques in all relations with others.
Demonstrates professional development/skills of competency in all activities.
Participates in-service, projects, or committees as time permits.
Maintains all certifications necessary for employment.
Demonstrates flexibility, open mindedness, and versatility in adjusting to changing environments and requirements, as necessary.
Commits to continually improving his/her skills through participation in education opportunities whether offered on the job, within, or outside of the community, to increase knowledge of work-related issues.
Maintains a current knowledge of federal, state, and other regulations applicable to the job.
Complies with Ingleside established safety rules and practices.
Complies with applicable safety policies and procedures as prescribed by the organization, as well as government regulations.
Reports any potential safety hazard(s) immediately to supervisor or other appropriate personnel.
Uphold our ARISE values—Accountability, Respect, Innovation, Stewardship, and Excellence—which guide our behavior, decisions, and service to others with purpose and integrity.
Accountability – Takes responsibility for actions, honors commitments, and holds oneself to high standards of conduct.
Respect – Demonstrates empathy, professionalism, and a genuine appreciation for the dignity and diversity of others.
Innovation – Contributes to continuous improvement by embracing new ideas, technologies, and ways of working.
Stewardship – Protects and wisely uses resources entrusted to them for the benefit of the organization and its stakeholders.
Excellence – Strives to exceed expectations through quality, attention to detail, and a commitment to personal and team success.