Business Office Manager

Lifecare Home Health Family•Fort Lauderdale, FL

About The Position

The Private Duty Business Office Manager directs Private Duty operations, overseeing and participating in recruiting, personnel-file management and compliance, scheduling, billing, and payroll. The manager initiates, implements, and evaluates business-operation goals and objectives that promote quality standards and contribute to the organization’s success. The role oversees clerical and nonclinical processes that support clinical operations and customer service, and may perform data entry. The manager provides leadership to scheduling, care-coordination, and visit-verification/payroll staff; supports accurate and timely billing and payroll; addresses billing and payroll issues; and helps staff improve service delivery. The position also oversees personnel-file reviews, employee-file compliance, orientation and training, evaluations, reporting, supplies and equipment, policy and procedure development, and compliance with applicable laws and regulations. The manager may act on behalf of the Administrator in the Administrator’s absence and may provide after-hours or on-call support as needed. The position supervises full-time and on-call schedulers/care coordinators, visit-verification coordinators, support specialists, senior home health aides, drivers when applicable, and field staff in collaboration with DOCs/CMs. It requires reliable transportation and the ability to travel to office/support-center locations as needed for education purposes. Physical and functional requirements include mobility and range of motion; communication and hearing abilities; computer-screen viewing; mathematical calculations; accurate and timely data review, recording, or typing; independent judgment; and monitoring performance and determining resources needed for quality patient care.

Requirements

High school graduate.
Minimum of 2 years of office experience; healthcare-environment experience preferred.
Working knowledge of community resources and Microsoft Office products.
Demonstrated ability to supervise and direct professional and administrative personnel in a multi-site home health/hospice environment.
Self-directed and motivated.
Ability to establish and maintain effective working relationships with the Interdisciplinary Group/Team (IDG/T) and the community.
Ability to maintain confidential information.
Knowledge of state and federal regulations.
Reliable transportation and valid auto liability insurance.
Ability to sit, stand, walk, bend, stoop, squat, kneel, lift, and reach.
Ability to communicate and exchange accurate information with patients, families, physicians, coworkers, and visitors.
Ability to hear sounds and listen attentively, understand others, ask questions appropriately, and avoid interrupting at inappropriate times.
Ability to make independent judgments and decisions and use logic and reasoning to evaluate alternatives and solve problems.
Ability to monitor one’s own and others’ performance and make improvements or take corrective action.
Ability to view a computer screen, perform mathematical calculations, and review, assess, record, or type data quickly and accurately.
Ability to determine resources needed to provide quality patient care.
Ability to travel to office/support-center locations as needed for education purposes.

Nice To Haves

Bachelor’s degree in administration or healthcare leadership preferred.
Healthcare-environment office experience preferred.
Experience in management of hospice operations, community resources, healthcare operations, and leadership preferred.

Responsibilities

Promote and exemplify the company’s mission, vision, and values, and demonstrate professionalism and responsiveness with staff, prospective clients, and others communicating with the agency.
Conduct regular personnel-file reviews and communicate findings and recommendations to the Administrator and appropriate agency personnel.
Oversee electronic employee personnel-file maintenance, including monthly HR compliance and licensure checks.
Promote the planning, implementation, and evaluation of in-service and continuing-education programs.
Oversee clerical and nonclinical agency processes that support clinical operations and internal and external customer service; perform data entry as needed.
Lead visit-verification/payroll, scheduling, and care-coordination support staff to ensure accurate and timely billing and payroll.
Guide and counsel scheduling coordinators and staff to improve private-duty services and help coordinators develop skills for evaluating service-delivery personnel.
Collaborate with billing staff to resolve discrepancies and issues and help develop and implement billing policies and procedures.
Manage visit-verification/payroll support staff; verify timecards; ensure compliance with labor laws and company policies; resolve payroll discrepancies and employee pay or benefits inquiries; and collaborate with finance on budget and margin goals.
Conduct annual evaluations of direct reports, or more frequently when indicated.
Generate reports evaluating agency business and financial activities and overall effectiveness.
Maintain or delegate maintenance of appropriate inventory supplies and equipment for client services.
Plan, oversee, or conduct orientation for new agency personnel.
Assist in developing organizational goals and develop, recommend, and administer policies and procedures.
Support compliance with local, state, and federal laws concerning personnel licensure and certification, as applicable.
Stay informed about changes in private-duty, skilled, and non-skilled home care and share relevant information with agency personnel.
Promote private-duty referrals in the healthcare community as needed.
Assist in formulating, revising, implementing, and evaluating policies, procedures, strategic goals, and objectives.
Act as Administrator, with authority to act on the Administrator’s behalf, in the Administrator’s absence.
Provide after-hours or on-call support as needed and perform other duties assigned by the Administrator.