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Department: Administrative

Reports To: Administrator

Summary

The purpose of the Business Office Manager (BOM) position is to oversee the administrative offices operation and support to the facility administrator.

Responsibilities

The following represents the essential functions of the Business Office Manager's role. This list is intended to be a general description of duties and responsibilities; however, it is subject to change according to the needs of the facility determined by the Administrator.

• Ensure smooth operations and clear assignment of duties amongst the administrative offices.
• Assist Administrator as needed.
• The Administrator participates Daily QA (morning) Meetings, Monthly/ Quarterly QA, Safety Committee Meetings, Resident Council Meetings when requested, Care Plan Meetings, in-service trainings, continuing education programs, and all other meetings called by Legacy or licensing entities.
• Update dashboard first thing every morning. Enter admits, bed holds, expires, discharges in PCC
• Submit 148's to on Medicaid Provider Portal as needed daily
• Submit Report of Change to Social Security upon admit, discharge and/or death
• Review Admission packet and demographics for accuracy
• Review 142's for upcoming expirations to discuss in morning meeting
• Provide Medicaid pending status and discuss any foreseen issues
• Return completed therapy Notice of Admit insurance verification forms within 24 hours
• Issue ABN/NOMNC as required and maintain document according to CMS guidelines
• Open mail daily. Distribute/address/upload as applicable
• Deposit funds received for operating and trust fund daily
• Follow up on pending Medicaid applications with Medicaid intake worker and/or families.
• Mail room & board statements on the 25th of each month
• Mail trust fund statements along with room & board statements every quarter
• Submit Representative Payee applications to Social Security as needed. Upload to PCC.
• Collection calls made when payment is not received by 10th of the month
• Review trust fund balances for residents over $1800
• Balance resident petty cash box daily. Replenish cash box as needed
• Balance resident trust fund to checkbook weekly
• Transfer all liability payments from the trust fund no later than 5 days of receipt
• Reconcile and batch all skilled bills for Part A billing (therapy, pharmacy, labs, x-rays, etc.)
• Review all Medicaid decision letters for accuracy. Contact Medicaid regarding any discrepancies
• Submit 148 PLI adjustments on Medicaid Provider Portal as applicable
• Submit Medicare, Medicaid, VA, managed care, and insurance billing
• Post all insurance payments accordingly
• Resolve any billing issues and denials as applicable
• Maintain resident insurance card, 142 and Medicaid decision letter binders
• Close discharged residents trust fund accounts within 30 days of discharge
• Submit Unclaimed Property to the Dept of Treasury annually (every October)
• Must act in ways that promote professional and positive representation of the facility to the community.
• Communicates in a professional and courteous manner using effective verbal and non-verbal communication skills with residents, their families, co-workers, and vendors.
• Maintains confidentiality of department, resident, employee information, communication, and documentation as well as compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Clocks in and out for all working/training hours. Working off the clock will not be permitted at any time or for any reason.
• Maintain compliance with Legacy's Compliance program and plan.
• Adhere to Legacy's Code of Conduct and Dress Code.
• These duties are not all-inclusive but provide minimum performance expectations which will be reviewed in the evaluation process. Supervisor may edit, alter, add to, or exclude duties and responsibilities based on the needs of the facility.

QUALIFICATIONS/ EXPERIENCE/ REQUIREMENTS:

Minimum Qualifications

• Freedom from illegal use of drugs.
• Freedom from use and effects of drugs and alcohol in the workplace.
• Anyone found guilty by a court of law of abusing, neglecting or mistreating individuals in a health care related setting are ineligible for employment in the position.

Education and/or Experience

• Business Office Manager experience preferred.
• Experience in Long-Term care setting preferred but not required.

Certifications, Licenses, Registrations:

• None