Business Office Manager-Pilgrim Manor

General Purpose: The position of Business Office Manager (BOM) is responsible for maintaining business office policies and procedures.
The BOM must be able to effectively communicate with the Administrator, Corporate Management as well as interact with the external clients such as families, attorneys, and outside agencies.
The position must function as both a team member and leader to ensure that work is accomplished, and quality service is delivered while supporting team members and leading the way in celebrating team successes.
With a focus on delivering quality service, the position must also manage the resources within their control and assist others in managing resources.
Essential Job Functions: Attend Mandatory Meetings Maintain the daily census and make payor changes, hospice effective dates/changes, etc.
in the Electronic Charting system, including entering hospital stay dates, Medicare and Medicaid numbers and eligibility on the Face Sheet Maintain the Medicare List and distribute to key members of management, while identifying payor status after resident comes off of Medicare stay and working proactively to ensure payor status is in place.
Business Office Manager needs to identify the financial picture of the resident upon admission and proactively work on an alternative plan.
Complete benefit verifications for the Social Service Coordinator in the review of a potential admission.
May need to consult with corporate management and the Administrator for final approval to admit a resident, related to their financial status.
(ie: workers compensation, automobile accidents, state managed plans) During an admission the BOM will be introduced by the Social Services Coordinator/Administrator to the resident and resident family to discuss financial plan, while a resident of Pilgrim Manor.
Oversee the Ascend process and ensure completion of LOC’s and ensure residents are discharged and admitted through Ascend process.
Resident Trust fund-withdrawals and deposits (Insurance Payments) Resident Trust Funds-replenishment and cash box reconciliation Cash posting and deposits (Scanning to bank) Medicaid Applications and all follow-up to ensure approved within 60 days of application filing date.
If extenuating circumstances must notify Administrator and Corporate Management immediately.
Triple Check process to be initiated by BOM-All Medicare, Medicare Advantage and Insurance Residents Maintaining resident business files in the facility (goal to scan everything into electronic medical record) All annual Medicaid redeterminations and providing Medicaid with all requested information on an annual and as needed basis.
File for representative payee for new admissions and as needed and direct deposit for pension companies Social Security filing, notifying social security of resident deaths and changes Participate in A/R Review including collections and refunds Electronic Medical Record: Supply, Miscellaneous and Phone charges documented by BOM Indiana Department of Health Survey preparation and maintain resident trust funds to ensure does not exceed Medicaid allowable asset limit.
Communicate with residents and Resident Representatives and answer financial related questions regarding personal funds account and financial status at Pilgrim Manor.
Implement Promissory notes and or payment schedules and track scheduled payments with follow up on overdue payments.
Management of Medicaid liabilities, verifying accuracy of liability amount and communicating changes in income to Medicaid, as necessary Submit and track deviations to FSSA (Medicaid) Prepare and track Medicaid pending residents and provide routine status updates to corporate staff and Administrator Maintain open line of communication with Administrator and Corporate Management staff.
Payments will be provided received by the BOM and a receipt will be completed.
Then BOM will then record payment in ECS and scan to the bank for deposit and then the cancelled check will be submitted to the corporate office.
Cash deposits will be collected and receipt provided.
Bom will then enter into ECS then send to the corporate office to be deposited.
Documentation of all actions taken towards Medicaid, Insurance, Benefit checks and communication with residents and family members in Electronic Medical Record (so all parties may review at anytime and for audit purposes) Administer ABN and NOMNOC notices to residents and resident representatives and document in Social Services section of ECS, while providing a 2-day notice to residents and resident representatives.
Other Job Functions: Attend and participate in educational activities, in-service training, and staff meetings; Assist in orientation and training other staff.
Other duties as assigned or needed.
This position cannot be completed remotely (offsite).
This position requires a Full-time position Monday through Friday.
Qualifications: One to three years nursing home or business office accounting experience preferred.
Knowledge of Medicaid and Medicare systems Health care community relations experience preferred.
Formal sales training, senior or aging adult training, and team building skills preferred.
Must be capable of maintaining regular attendance.
Strong organizational skills.
Knowledge of, or ability to learn, reimbursement program from payor sources.
Basic understanding of computer technology, including use of email, word processing and spreadsheets.
Must have proven skills in working independently and be self-motivated and goal directed.
Ability to communicate effectively, both orally and in written form.
Ability to attend meetings, makes presentations, and meets prospective residents or families outside the facility.
Ability to establish and maintain working relationships with multiple and varied people and organizations.
Ability to work flexible hours, as admission and business office manager responsibilities may dictate.
Must be capable of maintaining regular attendance.
Must meet all local health regulations and pass post-employment physical exam.
This requirement includes criminal background investigation and reference inquiry.