Title | Business office manager |
Main function | Supervises business office personnel in the areas of insurance verification, compliance, scheduling of surgical procedures, and transcription of operative procedures in accordance with facility policies, procedures, philosophy, and objectives. Coordinates billing/coding/accounts receivable with billing company. Maintains accounts payable records and supervises payment of supplies to include monitoring back orders. Responsible for payroll monitoring and reporting, daily backup of computer files, and security of backup tapes/disks. Coordinates activities with other departments and participates in obtaining and maintaining qualified personnel. Responsible for environmental control of area. Promotes a favorable image of the facility to physicians, patients, insurance companies, and the general public. May delegate duties as he or she deems necessary. |
Duties and responsibilities | - Philosophy
- Supports the facility’s ideology, mission, goals, and objectives
- Performs in accordance with the facility’s policies and procedures
- Follows the facility’s standards for ethical business conduct
- Conducts self as a positive role model and team member
- Recognizes patients’ rights and responsibilities and supports them in performance of job duties
- Participates in facility committees, meetings, in-services, and activities
- Communication
- Communicates effectively and professionally with patients, visitors, physicians, and coworkers
- Interacts with others in a positive, respectful, and considerate manner
- Supervisory duties
- Directs supervision of business office personnel, including orientation, performance appraisal, and maintenance of business office personnel records
- Ensures that business office duties are carried out according to facility policies and procedures
- Ensures that business office duties are carried out efficiently and accurately
- Works closely with clinical director/management company to ensure the efficient, timely flow of overall operation
- Works closely with administrator/management company to promote the facility
- Works closely with billing company to ensure the efficient computer entry of all necessary demographic and insurance information to allow timely coding and billing
- Backs up computer files daily and secures tapes/disks
- Recommends revisions in business office policies and procedures to maintain compliance with federal and state rules and regulations
- Compliance program
- Contributes to the progress and development of the organization’s adopted compliance program
- Performs according to established compliance policies and procedures
- Remains current on all federal and state guidelines regarding business office practices (e.g., fraud, abuse, and anti-kickback statutes)
- Performance-improvement program
- Contributes to the progress and development of the organization's adopted performance-improvement program
- Performs according to established performance-improvement policies and procedures
- Safety/Risk-management program
- Adheres to safety policies and procedures in performing job duties and responsibilities
- Reports observed or suspected safety violations, hazards, and policy/procedure noncompliance to safety officer or other designated person
- Professional competence
- Participates in continuing education and other learning experiences
- Shares knowledge gained in continuing education with staff
- Maintains membership in relevant professional organizations
- Seeks new learning experiences by accepting challenging opportunities and responsibilities
- Welcomes suggestions and recommendations
- Payroll
- Organizes and maintains payroll and employee benefit records to maintain compliance with federal and state rules and regulations
- Reviews time cards and payroll verification forms for accuracy and compliance with facility policies
- Maintains records regarding vacation, sick leave, etc.
- Reports all payroll information to management company so that payroll may be completed in a timely manner
- Ensures that payroll checks are distributed as scheduled and according to policy
- Ensures timely deposits of payroll taxes
- Financial practices
- Uses facility resources appropriately and avoids wasteful practices
- Reports wasteful practices
- Analyzes work area and makes recommendations for potential cost-effective improvements
- Maintains appropriate and accurate accounts-payable financial records
- Ensures that financial transactions follow generally accepted accounting principles and facility policy
- Works with clinical director/management company to develop and maintain case cost analyses
- Reviews prequalification of procedures by third-party payers
- Serves as a positive liaison with insurance companies
- Reviews facility fees for accuracy, uniformity, and continuity
- Oversees timely and accurate delivery of billing information to billing company
- Reviews delinquent accounts with billing company and administrator before approving for collection, according to facility policy/procedure
- Reports patient disputes to administrator
- Accounts payable
- Evaluates accounts payable and purchasing procedures to maintain compliance with federal and state rules and regulations
- Reviews invoices with clinical director for accuracy and status (e.g., back order, filled) before approving for payment
- Performs price comparisons on frequently purchased items and contracted services
- Monitors accounts payable to take advantage of discounts
- Submits timely payment of utilities and other operational costs to prevent interruption of services
- Recommends revisions in accounts payable policies and procedures to maintain compliance with federal and state rules and regulations
- Scheduling
- Oversees scheduling tasks to maintain efficient patient flow
- Works closely with clinical director to ensure appropriate time allowances and special-equipment requests are communicated in a timely manner
- Monitors physician block time and makes recommendations for effective utilization to administrator
- Oversees scheduling manager for compliance with facility policies and procedures
- Serves as a positive liaison with physicians and their office personnel
- Medical records
- Oversees medical record maintenance to ensure timely dispensation of completed charts
- Monitors medical record charts for accuracy, completeness, and compliance with federal and state rules and regulations
- Maintains security and confidentiality of medical records
- Credentialing
- Works with facility credentialing entity to monitor timeliness of reapplications
- Ensures computer scheduling module contains current licensure, malpractice insurance, and delineation of privilege information
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Responsibility for assets | - Responsible for all office supplies and business office equipment
- Responsible for petty cash
- Responsible for scheduling book/computer module
- Responsible for backup tapes/disks
- Responsible for medical records
- Responsible for human resource and business office reference materials
- Responsible for financial and payroll records
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Qualifications | - Cooperative work attitude toward co-employees, management, patients, visitors, and physicians
- Ability to promote favorable facility image with physicians, patients, insurance companies, and general public
- Ability to make decisions and solve problems
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Requirements | - High school diploma or GED certificate
- Bachelor’s degree in business or related business experience
- Training or courses in business office activities
- Two years of medical facility or medical business office experience
- Strong managed-care expertise with Medicare, Medicaid, and/or third-party payers
- Strong ethical and moral character references
- Supervisory experience
- ASC experience
- Strong accounting background in a medically related environment
- Basic knowledge of accounting procedures
- Strong knowledge of computers (e.g., word processing, spreadsheets, automated computer billing systems)
- Good oral and written communication skills
- Basic knowledge of medical terminology
- Basic knowledge of anatomy
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Job quality requirements | - Accuracy
- Attention to detail
- Timeliness
- Organization
- Little supervision needed to accomplish tasks
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Dependability | - Attendance
- Punctuality
- Ability to follow instructions
- Ability to meet deadlines
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Physical/mental requirements | - Ability to sit/stand for long periods; ability to walk
- Visual and auditory acuity for frequent use of computer and telephone, and occasional use of other office equipment
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Working conditions (environmental) | - Well lit and ventilated, with non-hazardous and hazardous equipment
- Category III: exposure to bloodborne pathogens and may encounter chemical hazards
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Reports to | Administrator |
Supervises | Staff directly related to business office |
Contacts | - Patients
- Patients’ family/significant others
- Physicians and physician office personnel
- Insurance company personnel
- Facility personnel
- Vendors
- Administration
- Medical director
- Governing body
- Committees
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