Business Office Manager

NueHealth•Burnsville, MN

4d•Onsite

About The Position

The Business Office Manager is responsible for the overall leadership, coordination, and performance of the Business Office functions to ensure accurate financial operations, regulatory compliance, efficient revenue cycle management, and timely reporting. This position oversees patient access, scheduling, insurance verification, medical records, billing, collections, and accounts receivable functions while supporting the facility's financial objectives and operational goals. The Business Office Manager ensures all business office operations are functioning accurately and efficiently to support cash flow, maximize reimbursement, maintain compliance, and generate meaningful management reports. The position also oversees the maintenance and security of medical records in accordance with all applicable legal and regulatory requirements.

Requirements

Minimum of two (2) years of business office management experience in a healthcare setting.
Ambulatory Surgery Center (ASC), surgical hospital, or physician practice experience preferred.
Revenue cycle management and healthcare reimbursement experience required.
Strong understanding of healthcare revenue cycle operations.
Working knowledge of Medicare, Medicaid, commercial insurance reimbursement methodologies, and payer contracting.
Knowledge of HIPAA, CMS regulations, OIG guidelines, and healthcare compliance requirements.
Advanced proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
Excellent analytical, organizational, and problem-solving skills.
Strong written and verbal communication abilities.
Ability to lead teams, manage priorities, and meet deadlines in a fast-paced healthcare environment.
Ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally.
Ability to operate standard office equipment and computer systems.
Ability to perform prolonged computer work and data analysis.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
The employee must occasionally lift and/or move up to 25 pounds.

Nice To Haves

Bachelor’s degree in business administration, Healthcare Administration, Accounting, Finance, or related field preferred.
Equivalent combination of education and experience may be considered.

Responsibilities

Direct and oversee all revenue cycle functions including registration, scheduling, insurance verification, billing, collections, payment posting, accounts receivable follow-up, and denial management.
Monitor and improve key revenue cycle performance indicators, including: Net Collection Rate, Accounts Payable, Initial Denial Rate, Aged Accounts Receivable, Cash Collections, Bad Debt, Days in Accounts Receivable, Contractual Adjustment Accuracy, Revenue Cycle Productivity Metrics.
Prepare and distribute monthly revenue cycle reports and analyses.
Manage daily sales reporting and cash reconciliation processes.
Support case costing analysis and budget variance reporting.
Coordinate accounts payable activities with materials management and other departments as needed.
Review reimbursement trends and identify underpayments or payment discrepancies.
Oversee denial management processes and appeal activities.
Collaborate with corporate revenue cycle teams to resolve billing and reimbursement issues.
Develop action plans to improve collections, reduce denials, and optimize cash flow.
Maintain knowledge of payer contracts and reimbursement methodologies.
Review contractual adjustment trends and reimbursement performance monthly.
Validate payer contract terms loaded within billing systems.
Identify contract modeling issues and reimbursement variances.
Assist with implementation and maintenance of new payer contracts.
Escalate reimbursement discrepancies and payer concerns to leadership.
Support payer negotiations through reimbursement analysis and reporting.
Ensure timely and accurate completion of month-end business office reporting.
Assist leadership with budgeting, forecasting, and financial analysis.
Monitor departmental productivity and operational performance.
Analyze financial trends and recommend process improvements.
Ensure appropriate internal controls are maintained for cash handling and financial transactions.
Support facility financial goals through operational efficiency and revenue optimization initiatives.
Ensure compliance with Medicare, Medicaid, HIPAA, OIG, and commercial payer requirements.
Maintain compliance with facility policies and revenue cycle procedures.
Participate in internal and external audits.
Assist with accreditation surveys and regulatory inspections.
Ensure proper maintenance, retention, confidentiality, and release of medical records in accordance with legal and regulatory standards.
Monitor compliance with medical records documentation requirements.
Serve as facility super-user and subject matter expert for: HST Pathways, Waystar, Surgical Notes, Clariti, Other business office software platforms.
Assist with system upgrades, testing, implementation projects, and workflow enhancements.
Ensure data integrity and reporting accuracy across all systems.
Train staff on business office technologies and process improvements.
Identify opportunities to leverage technology to improve efficiency and reporting capabilities.
Supervise all business office personnel, including: Scheduling, Registration, Insurance Verification, Medical Records, Billing, Collections, Other assigned staff.
Recruit, train, mentor, and evaluate business office employees.
Conduct performance evaluations and coaching sessions.
Promote employee engagement, accountability, and professional development.
Ensure adequate staffing and workflow coverage.
Participate in facility leadership meetings and strategic planning initiatives.
Support organizational goals and operational improvement projects.
Serve as Administrator designee when requested.
Foster positive collaboration between clinical departments and business office personnel.
Responsible for daily cash management.
Receives and accounts for all cash received in accordance with Facility Policy.
Disburses and ensures disbursement of cash in accordance with Facility Policy.
Reviews insurance contracts to assure accurate contractual reimbursement and collections and adherence to Business Office policies and procedures.
Maintains good working relationships with insurance payors.
Maintains good working knowledge of insurance payors reimbursement requirements and updates Business Office personnel on an as needed basis.
Maintains inventory of forms and office supplies.
Resolves problems with billings, collections, and medical records.
Prepares analysis reports for annual outside audits.
Maintains all office computer systems and ensures that the backup process is maintained.
Ensures that all staff personnel adhere to the Facility’s Integrity of Data Systems Policy.
Ensures all computer system warranties, upgrades and maintenance contracts are reviewed.
Reviews all business procedures and recommends adjustments to Facility CEO on an as needed basis.
Monitors fee schedule and submits suggested changes to Facility Administration.
Periodically reviews computerized fee schedule and ensures that all changes to fee schedule, once approved have been implemented in computer system.
Ensures that yearly coding changes have been made in the computer CPT data.
Assists Facility in development of annual budgets.
Assumes any other responsibilities that may be assigned from Administration on an as needed basis.
Ensures daily that patients and their relatives are dealt with in a professional and courteous manner by the Business Office personnel.