Business Office Manager

Seal Rock Healthcare • Saco, ME

7d • Onsite

About The Position

SealRock Healthcare, part of the Atlantic Heights Community, is a fully-licensed Medicaid/Medicare-certified facility offering 105 beds. Under the ownership of First Atlantic Healthcare, the Atlantic Heights Community follows in First Atlantic's long standing reputation for excellence in long term care, assisted living and senior living. Join Our Team as a Business Office Manager – Shape the Heart of Our Facility’s Operations! Are you an organized, detail-oriented professional with a strong background in finance, administration, and customer service? We are seeking a dedicated and dynamic Business Office Manager to oversee our facility’s business office operations. In this vital role, you will champion our facility’s goals, live out our mission and values, and role-model customer service excellence for our residents, families, and staff.

Requirements

• An Associate’s Degree in Business (or a related field) or commensurate experience in a similar position.
• Working knowledge and experience with bookkeeping/accounting procedures, filing systems, accounts payable, and accounts receivable.
• Working knowledge of Medicare, Medicaid, and federal/state regulations.
• Intermediate-level knowledge of the Microsoft Office Suite (Word, Excel), email, calendar software, online business platforms, and the ability to nimbly adapt to multiple software platforms.
• Professional verbal and written communication experience; ability to read, write, hear, and speak English clearly.
• Skilled at adjusting to diversified personalities with tact, courtesy, and sound judgment when interacting with residents, families, visitors, the public, employees, and affiliates.
• Highly detail-oriented to ensure records for accounts receivable, payroll, employee files, accounts payable, and resident personal funds are accurate, timely, and compliant.
• Capable of working under close supervision or independently, meeting tight deadlines despite frequent interruptions.

Responsibilities

• Perform monthly bank reconciliations, maintain bank statements, and ensure cashbox accuracy for Resident Trust accounts.
• Issue and write checks, process resident/responsible party deposits and withdrawals, and maintain digital receipt files.
• Prepare and distribute computerized quarterly accounting statements to residents and/or responsible parties.
• Complete bank reconciliations of the resident trust account and submit them to the facility accountant.
• Adhere strictly to Medicare, Medicaid, federal/state regulations, and company policies regarding personal funds.
• Handle and oversee incoming A/R payments and billing inquiries, working closely with the home office A/R partner.
• Accept A/R payments, issue receipts, follow Cash Receipts procedures, and prepare timely deposits.
• Review and identify payer sources, verify co-insurance payments, and notify relevant departments.
• Notify the Billing Department of payer source changes, check Medicare eligibility, and complete the daily census and room summary.
• File Maine Care Movement Cards as required and update software for address, payer, or insurance category changes.
• Submit bills for Medicare A and B replacement plans and complete outpatient therapy paperwork/insurance verification.
• Meet with new residents/responsible parties to discuss financial obligations and Resident Trust accounts.
• Conduct collection duties for current/past-due private pay accounts and maintain current O: Drive files.
• Email medical records requests to FAHs Medical Records Revenue Cycle Specialist and audit/monitor Maximus documentation.
• Manage all facility A/P items and act as the primary contact with the corporate A/P partner.
• Track invoices, statements, and check requests within the A/P software platform, apply appropriate GL codes, and obtain approvals.
• Reconcile facility petty cash, securely maintain the facility safe, and track miscellaneous house accounts.
• Finalize new hire paperwork using the employment platform to ensure completeness.
• Maintain personnel files, separate healthcare benefit files, and health-related sick notes.
• Partner with management to complete and submit Workers' Compensation First Reports of Injury.
• Act as primary contact for reporting, record management, and OSHA documentation.
• Submit payroll paperwork to the Payroll Department while retaining copies in personnel files.
• Review benefit packages with new employees to support onboarding, recruitment, and retention.
• Coordinate with your scheduler on new agency paperwork, submit documentation to payroll for time-keeping entry.
• Reconcile agency invoices in the A/P platform, and manage license/certification tracking.
• Track employee evaluation dates, prepare evaluation forms for department heads, and communicate/schedule annual required orientations.
• Complete and post the OSHA 300 and 300A logs yearly.
• Complete I-9 forms within three days of hire, maintain a separate binder for documentation, and follow up on items requiring renewal.
• Provide coverage at the Reception Desk as needed.
• Demonstrate strict adherence to facility policies and procedures.
• Attend yearly general orientation, monthly/quarterly BOM training, and all mandatory trainings.
• Take on other duties as assigned by the Administrator.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree