Business Office Manager

Elderwood•Boston, MA

7d•$29 - $38

About The Position

Elderwood is seeking a dependable, detail-oriented, and compassionate Business Office Manager to support the financial and administrative operations of Mattapan Health & Rehabilitation Center and West Roxbury Health & Rehabilitation Center. The role is responsible for timely entry of information in facility accounting systems and systems that interface with the home office, and for directing administrative activities in accordance with applicable federal, state, and local standards, guidelines, regulations, and supervisory direction. The position focuses on healthcare accounts receivable, particularly Massachusetts Medicaid long-term care billing and Medicaid-pending account management. The manager helps families navigate Medicaid eligibility and applications, gathers and coordinates required documentation, monitors pending applications, and follows up on determinations. Working knowledge of Medicare, private pay, and third-party insurance, as well as familiarity with PointClickCare (PCC), supports the role's billing and resident-account responsibilities. The Business Office Manager maintains billing, collections, account reconciliations, deposits, census records, resident trust accounts, and month-end processes. The role works with residents and responsible parties, facility leadership, and Revenue Cycle Management to address accounts and outstanding receivables, and leads or supports business office staff through guidance and training. The position also requires confidentiality and compliance when handling resident financial and personal information.

Requirements

High school diploma or equivalent.
Knowledge of office machines and computer equipment and programs.
At least 1 year of experience with the Medicaid application process and eligibility requirements.
Direct experience with state Medicaid eligibility requirements and working knowledge of application completion and documentation requirements.
Working knowledge of community-based and long-term Medicaid programs.
Knowledge of Medicare, managed care, and third-party insurance payers.
Ability to read, write, speak, and understand English at an intermediate or more advanced level.
Excellent verbal and written communication skills.
Strong attention to detail.
Problem-solving and decision-making skills.
Patient and tactful demeanor.
Ability to interact regularly with residents, coworkers, visitors, and/or supervisors.

Nice To Haves

Experience in a business office setting, ideally in a skilled nursing facility, assisted living facility, physician group, or other healthcare setting.
Previous supervisory experience.
Familiarity with PointClickCare (PCC).
General working knowledge of Medicare, private pay, and third-party insurance.

Responsibilities

Set up and maintain financial files for resident billing, admission papers, and state and Medicare documents.
Make routine collection calls.
Meet with residents and responsible parties to assist with Medicaid applications.
Meet weekly with the Administrator regarding past-due private-pay and Medicaid-pending accounts.
Enter documentation about collection activity in PointClickCare (PCC).
Prepare the daily census.
Review Payor Source Verification forms and ensure patient setup in PCC is accurate.
Post cash receipts and scan checks received by the facility.
Maintain resident trust accounts.
Attend Medicare and Managed Care meetings.
Complete representative payee forms.
Update PCC when patient liability changes.
Order office supplies and maintain the office-supplies budget.
Manage month-end processes, including data entry, census reconciliation, and balancing cash collections.
Follow procedures to achieve an accurate and timely month-end close.
Open and distribute mail.
Guide families through the financial aspects of care, including private pay, Medicare, Medicaid, insurance coverage, and resident account procedures.
Support Medicaid eligibility and applications by helping families gather documentation, navigate requirements, and communicate with county Medicaid offices.
Partner with facility leadership and Revenue Cycle Management to identify outstanding receivables, address account concerns, and support the financial health of the community.
Provide guidance, training, organization, and best-practice support to business office staff and coordinators as needed.
Maintain confidentiality and compliance when handling sensitive resident financial and personal information.
Perform additional duties as assigned.