Business Office Manager

Lutheran Senior Services•Springfield, IL

1d•$24 - $38

About The Position

Summary: Provides oversight and direction for the business office functions at a life plan community to include billing, payroll, accounts payable and general business office functions Essential Duties and Responsibilities: 1. Manages private pay billing for all levels of care: Independent Living (IL), Assisted Living (AL), Memory Care-AL (MC-AL), Care Center (CC or NCC), etc. 2. Processes collections for all private pay accounts 3. Maintains census in billing software for all levels assigned (resident demographic and billing information) 4. Processes information with long-term care (LTC) insurance companies as needed for residents who have LTC coverage 5. Coordinates bank deposits and posts private pay cash receipts for all levels of care 6. Coordinates with central billing office for processing of resident ACH transactions 7. Inputs monthly charges and sets up/maintain recurring charges (e.g. barber/beauty, meals, medical supplies, supplemental therapy, restorative therapy, laundry, activities, etc.) 8. Processes resident refunds 9. Processes and tracks resident deposits (in conjunction with the accountant assigned to your community) 10. Maintains resident trust account and mails quarterly statements 11. Processes month-end close of billing system for all levels assigned 12. Processes benevolent care adjustments 13. Manages Missouri Medicaid Personal Care Options billing (if your community is a certified provider for these services) 14. Attends transition of care meeting as needed 15.Processes and/or reviews all AP invoices/vouchers for correct coding prior to forwarding to Administrator for signature; Ensures account coding of invoices corresponds to general ledger accounts for which the expenses are budgeted 16.Performs general business office functions including but not limited to: Oversight and support of Receptionist staff; Coordination of record retention and storage oversight; Mail distribution; Coordinate ordering of necessary office supplies; May be responsible for maintaining keys; Maintain and reconcile Petty Cash and Community Check book; Coordinate completion of quarterly state CON reports (with Administrator); Scheduling of administrative meetings, conference rooms, etc. 17. Scans, copies, files, and performs other general office tasks as assigned 18. Communicates regularly with others via telephone and e-mail 19. Assists residents, customers, and team members to understand resident statements 20. May be assigned the responsibility of updating resident face sheet information on an annual basis 21. May be assigned the responsibility of generating and distributing annual rate increase letters 22. May be assigned the responsibility of coordinating with various department directors to ensure all timekeeping information is complete by deadlines established by corporate payroll; Processes timekeeping corrections bi-weekly (e.g. missed punches, exempt timesheets, benefit time) for departments not assigned to specific department directors; Coordinates with corporate payroll and human resources as necessary 23. May be assigned the following responsibilities: Verifying and/or setting up resident billing detail to support creation of monthly statements or insurance claims (e.g. billing addresses, hospital data, insurance data, etc.); Processing cash receipts

Requirements

Bachelor’s degree in a business-related field preferable or comparable experience
1 - 3 years business office experience
Strong computer skills including Microsoft Outlook, Excel, and Word

Responsibilities

Manages private pay billing for all levels of care: Independent Living (IL), Assisted Living (AL), Memory Care-AL (MC-AL), Care Center (CC or NCC), etc.
Processes collections for all private pay accounts
Maintains census in billing software for all levels assigned (resident demographic and billing information)
Processes information with long-term care (LTC) insurance companies as needed for residents who have LTC coverage
Coordinates bank deposits and posts private pay cash receipts for all levels of care
Coordinates with central billing office for processing of resident ACH transactions
Inputs monthly charges and sets up/maintain recurring charges (e.g. barber/beauty, meals, medical supplies, supplemental therapy, restorative therapy, laundry, activities, etc.)
Processes resident refunds
Processes and tracks resident deposits (in conjunction with the accountant assigned to your community)
Maintains resident trust account and mails quarterly statements
Processes month-end close of billing system for all levels assigned
Processes benevolent care adjustments
Manages Missouri Medicaid Personal Care Options billing (if your community is a certified provider for these services)
Attends transition of care meeting as needed
Processes and/or reviews all AP invoices/vouchers for correct coding prior to forwarding to Administrator for signature; Ensures account coding of invoices corresponds to general ledger accounts for which the expenses are budgeted
Performs general business office functions including but not limited to: Oversight and support of Receptionist staff; Coordination of record retention and storage oversight; Mail distribution; Coordinate ordering of necessary office supplies; May be responsible for maintaining keys; Maintain and reconcile Petty Cash and Community Check book; Coordinate completion of quarterly state CON reports (with Administrator); Scheduling of administrative meetings, conference rooms, etc.
Scans, copies, files, and performs other general office tasks as assigned
Communicates regularly with others via telephone and e-mail
Assists residents, customers, and team members to understand resident statements
May be assigned the responsibility of updating resident face sheet information on an annual basis
May be assigned the responsibility of generating and distributing annual rate increase letters
May be assigned the responsibility of coordinating with various department directors to ensure all timekeeping information is complete by deadlines established by corporate payroll; Processes timekeeping corrections bi-weekly (e.g. missed punches, exempt timesheets, benefit time) for departments not assigned to specific department directors; Coordinates with corporate payroll and human resources as necessary
May be assigned the following responsibilities: Verifying and/or setting up resident billing detail to support creation of monthly statements or insurance claims (e.g. billing addresses, hospital data, insurance data, etc.); Processing cash receipts