Business Office Manager

Elderwood•Mattapan, MA

2d•Onsite

About The Position

Elderwood is seeking a dependable, detail-oriented, and compassionate Business Office Manager to support the financial and administrative operations of the Mattapan Health & Rehabilitation Center and West Roxbury Health & Rehabilitation Center. This role is for an experienced business office professional who understands the importance of clear communication, thoughtful guidance, and responsive service to residents and their families. The Business Office Manager will oversee financial processes from admissions and insurance verification to billing, collections, Medicaid applications, resident accounts, and month-end financial reporting. This position supports two communities: Mattapan Health & Rehabilitation Center (85 beds) and West Roxbury Health & Rehabilitation Center (76 beds), both offering Short-Term Rehabilitation and Long-Term Care, with West Roxbury also providing hospice and respite care. The role serves as a crucial link between residents, families, facility leadership, and Elderwood's Revenue Cycle team, ensuring accurate, timely, and compliant billing and collection processes while providing essential support to residents and responsible parties navigating the financial aspects of care.

Requirements

Minimum of High school diploma or equivalent
Knowledge of the use of office machines and computer equipment/programs
Minimum of 5 years experience in a business office setting; ideally SNF or AL, or physician group or other healthcare setting
Previous supervisory experience
Working knowledge of the community based and long term Medicaid program.
1 or more years of experience in the Medicaid application process and requirements for eligibility
This position requires regular interaction with residents, coworkers, visitors, and/or supervisors. In order to ensure a safe work environment for residents, coworkers, visitors, and/or supervisors of the Company, and to permit unfettered communication between the employee and those residents, coworkers, visitors, and supervisors, this position requires that the employee be able to read, write, speak, and understand the English language at an intermediate or more advanced level.

Nice To Haves

Provides support and gives guidance to other business office coordinators on an as needed basis under the direction of the SR Director of Revenue Cycle Management
Direct experience with the state Medicaid eligibility requirements and working knowledge of application completion and documentation requirements.

Responsibilities

Handles establishment, transactions, record-keeping, and preparation of quarterly reports to be sent to all residents.
Performs bank reconciliation to resident accounts.
Initiates billing for residents paying for care with private funds including Medicaid Pending and Resources.
Reconciles census, prior period adjustments, bank deposits at month end, and completes the month end close cycle for AR and Accounting for the facility.
Completes monthly claim submission for third party payers and follows up throughout the AR submission and claim cycle to make sure that all claims are paid accurately and timely.
Assists responsible parties with submission of Medicaid applications to the appropriate county.
Gathers appropriate documentation and directs responsible party/family members on what is required for the application.
Communicates with county caseworkers on status of applications and provides additional information as needed.
Notifies resident and/or responsible party of Medicare and Insurance coverage or non-coverage for resident.
Verifies insurance coverage; assists in response to requests from third party payers and Medicare for additional information and ensures responses are timely and reviewed with the facility PPS expert.
Receives payments and applied income for resident services and forward to Posting Clerk.
Reconciles and prepares dietary deposits received from Employee Dining Room, vending machines, guest meals, activities staff and special events and forward to the Posting Clerk.
Obtains Medicare A and B or other third-party billing information for reimbursement.
Obtains Medicaid billing information for reimbursement.
Initiates and reports to Administrator collection activities for receivables; processes bad debt write-offs as approved by Administrator and forwards to the Director of Accounts Receivable.
Greets new resident and/or responsible party; provides information about billing payments and safeguarding of funds and Resident Account procedures or authorizations as necessary; answers inquiries about rate increases regarding services.
Completes admission paperwork/agreement and ensures all resident admission agreements are completed fully, including both a resident and spouse/responsible party signature.
Enters applicable resident information changes in the computer/software.
Ensures prompt responses to all requests from responsible party or resident regarding financial records; prepares rebates of account balances upon discharge or expiration and forwards to the Director of Accounts Receivable.
Notifies County Medicaid Offices of any applied income changes for residents.
Receives and refers to appropriate staff, information concerning Medicaid eligibility of residents including monthly Medicaid rosters.
Reconciles monthly census resident days with total number of days billed for the month for room and care.
Reconciles accounts at end of month, posts transactions to proper accounts.
Verifies ancillary charges and forward to the Posting Clerk if applicable.
Reviews and processes monthly pharmacy bill; balances the invoice report and enters charges.
Enters oxygen and private room differential charges into the system.
Monitors the aging analysis for outstanding accounts.
Prepares timely entries of collection efforts in Credit Management system to ensure reports are useful collection tools.
Oversees deposits and assist with cash posting as needed.
Processes check requisitions and oversees transactions for facility petty cash funds.
Processes and maintains records of gift certificates issued in the name(s) of residents.
Prepares and submits aging reports and Monthly Report Statistical Summary forms to the Administrator and Director of Accounts Receivable.
Completes the month end process.
Prepares year-end documents for financial audit.
Direct Supervision and oversight of Business Office Clerk and/or receptionist positions. (if applicable).
Provides support and guidance to new or existing business office staff under the direction of the SR. Director of Revenue Cycle Management.
Attends Staff Meeting as required or preferred in-service trainings.
Generates and develops ideas, which improve the quality of care for residents or increase job productivity and satisfaction.
Utilizes electronic timekeeping system as directed.
Arrives to work on time, regularly, and works as scheduled.
Recognizes and follows the dress code of the facility including wearing name tag at all times.
Follows policy and procedure regarding all electronic devices, computers, tablets, etc.
Supports and abides by Elderwood’s Mission, Vision, and Values.
Abides by Elderwood’s businesses code of conduct, compliance and HIPAA policies.
Performs other duties as assigned by supervisor, management staff or Administrator.