Business Office Manager

Legacy Nursing and Rehabilitation•Port Allen, LA

About The Position

The Business Office Manager oversees the operation of the administrative offices and supports the facility Administrator. The role includes coordinating office duties, managing resident financial and billing processes, maintaining accurate documentation, and communicating professionally with residents, families, coworkers, and vendors. The position must maintain confidentiality and comply with HIPAA, Legacy’s Compliance program, Code of Conduct, and Dress Code. All work and training hours must be recorded; working off the clock is not permitted. Duties may be changed by the supervisor based on facility needs.

Requirements

Freedom from illegal use of drugs.
Freedom from the use and effects of drugs and alcohol in the workplace.
Must not have been found guilty by a court of law of abusing, neglecting, or mistreating individuals in a health-care-related setting.
No certifications, licenses, or registrations are required.

Nice To Haves

Business Office Manager experience preferred.
Experience in a long-term care setting preferred but not required.

Responsibilities

Ensure smooth operations and clear assignment of duties among the administrative offices.
Assist the Administrator as needed.
Update the dashboard each morning and enter admissions, bed holds, expirations, and discharges in PCC.
Submit 148 forms on the Medicaid Provider Portal as needed and submit Report of Change notices to Social Security upon admission, discharge, or death.
Review admission packets and demographics for accuracy; review upcoming 142 expirations and discuss them in the morning meeting.
Provide Medicaid-pending status and discuss anticipated issues; follow up on pending Medicaid applications with intake workers and/or families.
Return completed therapy Notice of Admit insurance-verification forms within 24 hours.
Issue ABN/NOMNC notices as required and maintain documentation according to CMS guidelines.
Open and distribute, address, or upload mail as applicable.
Deposit operating and trust fund receipts daily.
Mail room-and-board statements on the 25th of each month and trust fund statements quarterly with room-and-board statements.
Submit Representative Payee applications to Social Security as needed and upload them to PCC.
Make collection calls when payment has not been received by the 10th of the month.
Review trust fund balances for residents with balances over $1,800.
Balance the resident petty cash box daily and replenish it as needed; balance the resident trust fund to the checkbook weekly.
Transfer liability payments from the trust fund within five days of receipt.
Reconcile and batch skilled bills for Part A billing, including therapy, pharmacy, labs, and x-rays.
Review Medicaid decision letters for accuracy and contact Medicaid about discrepancies; submit applicable 148 PLI adjustments on the Medicaid Provider Portal.
Submit Medicare, Medicaid, VA, managed care, and insurance billing; post insurance payments and resolve billing issues and denials.
Maintain resident insurance card, 142, and Medicaid decision letter binders.
Close discharged residents’ trust fund accounts within 30 days of discharge.
Submit unclaimed property to the Department of Treasury annually in October.
Represent the facility professionally and positively in the community.
Communicate professionally and courteously with residents, families, coworkers, and vendors using effective verbal and non-verbal communication.
Maintain confidentiality of department, resident, and employee information, communications, and documentation, and comply with HIPAA.
Record all working and training hours by clocking in and out; do not work off the clock.
Comply with Legacy’s Compliance program and plan, Code of Conduct, and Dress Code.