Business Office Manager - Circle of Care

Job Description: Business Office Manager

I. Position Summary

The Business Office Manager is responsible for ADP and Time Clock, Payroll, Time Sheets, Accounts Payable, Accounts Receivable, Resident Trust, Petty Cash, Statements.
The Business Office Manager maintains office services by organizing office operations and
procedures; preparing payroll; controlling correspondence; designing filing systems;
reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Keeps management informed by reviewing and analyzing special reports; summarizing
information; identifying trends. Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
The Business Office Manager must be able to ensure the smooth running of the office and
help to improve company procedures and day-to-day operation.
The Business Office Manager is responsible to the Executive Director.

II. Responsibilities

1. Answer incoming calls and record messages and door.
2. Accept payments, write receipts for cash payments, copy all checks.
3. Accept dining reservations and payments, notify dietary.
4. Updating resident census, POA, & Permission to enter.
5. Distribute revised Census, POA, & Permission to enter.
6. Assist with bulk mailings and flyers as needed.
7.Ensure all departments have adequate amount of office supplies.
8. Prepare all bank deposits.
9. All cash deposits to the bank to deposit them. Remote
10. Scan all invoices and email to Corporate with the Batch report.
11. File invoices.
12. Enter all new employees into time tender, ADP, and PBenroll.
13. New Hires to Business Office as well as all FT employees to Insurance
      Rep.
14. Update Employee Census.
15. Prepare all resident amended addendums for service or room
      changes/hospital admissions and returns.
16. Petty Cash Reconciliation
     • Prepare expense reports for expenses.
     • Enter Petty Cash Reconciliation into PCC.
17. Aging Report on all accounts.
     • Call Resident or Resident Family to ensure payment is made on Resident
       Account.
18. Fill out all Employment Verifications and return to sender.
19. Revise Statements and send out in the mail.
20. Any other duties assigned by Administrator.
21. Formulate demographic sheet for all new residents and keep up-to-date.
      Periodically, record any changes that have taken place for all residents
      (insurance change, family member address change, etc.}. Make sure to highlight
      whatever change that was updated and provide copies to appropriate nursing
      staff.
22. Check the mail and distribute it to all residents and/ or departments.
23. Answer all resident/family members' questions or concerns regarding billing
      discrepancies or other issues.
24. IRS Tax reporting (6056 reporting workbook) for 1095-C's

Accounts Payable

• Review invoices from all vendors.
• Ensure the amount charged on the invoice is appropriate for the service provided
   by vendor.
• Stamp all invoices and charge to the appropriate department.
• Take invoices to administrator to be approved.
• Enter batch into PCC.
• Review all statements sent from vendors to ensure all invoices have been
  entered according to what is listed on the statement.
• Retrieve any missing invoices/credits from vendor as needed.
• Check the invoice report in order to know whether or not a vendor was paid and
  when they were paid.

Accounts Receivable

• Enter Cash Receipt batches/deposits into Point Click Care Misc. Cash deposits.
• Enter Managed Care deposits into Point Click Care.
• Enter all necessary changes for residents as they occur (Room changes, rate
  increase, resident sent out to hospital and/or coming back from hospital, etc.).
• Enter all ancillaries into PCC.
• Enter all hair care into PCC.
• Generate Statements/Medicaid L TC billing at the end of the month.
• Send them to Residents or residents family/guardian.

Resident Trust

• Maintain adequate cash on hand to meet resident needs.
• Help with resident withdrawals/ deposits into resident accounts.
• Prepare and make all resident trust bank deposits as well as replenishments.
• Issue checks to discharge residents/ POA's
• Audit Quarterly Resident Trust Statements before sending them to the

Guardian/POA.
• Mail out Quarterly Resident Trust Statements to family member or guardian.

Human Resources

• Answering employee questions
• Processing incoming mail
• Creating and distributing documents
• Providing customer service to organization employees
• Serving as a point of contact with benefit vendors/administrators
• Maintaining computer system by updating and entering data
• Compiling reports and spreadsheets and preparing spreadsheets
• Collecting employment and tax information
• Overseeing the completion of compensation and benefit documentation
• PBJ

Payroll and Benefits Administration

• Processing payroll, which includes ensuring vacation and sick time are tracked in
  the system
• Answering payroll questions
• Facilitating resolutions to any payroll errors

Record Maintenance

• Updating and maintaining employee benefits, employment status, and similar
  records
• Performing payroll/benefit-related reconciliations
• Performing payroll and benefits audits and recommending any correction action
• Completing termination in ADP