Experience Inc. Jobs

Business Office Manager (Open Positions: 1)

Location: Madison Valley Manor Care Center, Ennis, MT, Ennis, MT 59729

Department: Madison Valley Manor

Job Status: Full-Time

Days Worked: Mon., Tue., Wed., Thu., Fri.

Status: Until Filled

Details: This is a full-time position 30-40 hours/ week. Wage up to $27.54 DOE. Apply Now (https://mt-madisoncounty.civicplushrms.com/Application/Login.aspx?enc=fYAJsFLsgZTl6U7K/8E1nkPSm+jphSVzepGxhIXnuvxvOUGUuMsoQ+FCZaygjysN)

Position Overview

Responsible for enhancing, participating and supporting resident care with a focus on quality and safety. At the direction of the Administrator, manages the organization’s financial and accounting practices. Primary responsibility is the management of revenue cycle including admissions, insurance eligibility, billing, and collections. Works directly with resident families and third-party payers to assure payment of Nursing Home claims. Assures payer sources for all new admissions prior to admission, and act as an advocate for residents with Medicaid and other payers. Works with third-party vendors to assure that they have access to resident insurance information as necessary to assure that resident care is not impacted by miscommunication of payer source with vendors. Primary responsibility includes billing Nursing Home claims utilizing the County adopted electronic system. Works directly with any outside billing agency, if applicable, to assure billing and collection in compliance with Federal and State regulations. Manages Nursing Home payroll, budgeting, budget compliance, accounting, purchasing, accounts payable and all licensing and insurance activities for the organization. Assures proper procedures and systems necessary to maintain proper records and to afford adequate accounting controls and services. Supervises the Analysis and consolidation of all cost accounting procedures together with other statistical and routine reports. Directs and analyzes studies of general economic, business, and financial conditions and their impact on the organizations policies and operations. The Business Office Manager provides administrative support to the Nursing Home Administrator. This position is responsible for the management of the Business Office and preforms a wide variety of functions, and requires the ability to exercise discretion. Acts as a liaison between the Administrator and other county departments, employees, resident families and the public.

Job Responsibilities

• Responsible for Revenue Cycle from Admission to Final collection of Accounts Receivable; • Responsible for completing the resident billing and accounts receivable each month; • Responsible for self-pay collections and working with resident families to minimize write-offs; • Responsible for presenting and completing Admission packets for new residents; • Acts as the liaison between resident families and third party payers; • Assure payer source prior to admission of new residents; • Responsible for maintaining the employee’s work hours in the time clock system assuring accuracy of work hours; • Responsible for placing orders for ancillary supplies for the facility as needed; • Responsible for coding and preparing invoices for payment through the County’s Finance Department; • Responsible for tracking in-service hours for the nurses' aides and others as required; • Responsible for preparing employee payroll(s) for the County’s Finance Department; • Answers general questions for the staff concerning insurance, employee benefits and other employee issues; • Responsible for preparing and submitting the Direct Care Wage annual application for both county nursing homes to the State of Montana, track and disperse monies as directed by the nursing home administrator and the chief finance officer; • Responsible for submitting, monitoring and tracking all contracts (i.e., veteran’s administration, Medicaid and Medicare, pharmacy, vendors, suppliers, etc.) for the facility; • Responsible for track and monitoring employee attendance and policy compliance; • Responsible for the money in the facility’s soft drink machine; • Facilitates the facility’s Employee Blue Jean Friday Program and funds; • Responsible for preparing the facility’s cost report; • Responsible for preparing the facility’s quarterly reports; • Responsible for preparing the monthly staffing report; • Responsible for accumulating and reporting employee work hours for the Payroll-Based Journal (PBJ) reporting reports; • Responsible for ordering the nursing department medical supplies; • Responsible for maintaining the facility’s Stock Supply Room; • Responsible for the monthly resident statements, including monitoring resident’s account balances and posting or resident payments (private pay, VA, etc.); • Responsible for assisting with the resident monthly accounting process, which may include working with an outside vendor (if contracted); • Responsible for the submitting billing statement(s) for hospital meals contracted and provided through the facility’s dietary department; • Responsible for making the bank deposits on a regular basis; • Responsible for ordering employee name badge (i.e., new employees or replacement); • Responsible for ordering the facility’s office supplies; • Responsible for the resident Wander Guards (i.e., tracking, inventory and replacement); • Responsible for acquiring and maintaining appointment as a Notary Public for the State of Montana; • Responsible for entering and tracking employee work hours for special funding programs (i.e., Covid-19 and PBJ, etc.); • Assures insurances and licenses are current for the Nursing Homes; • Participates in surveys and audits; • Attends meetings with County Finance officials as directed by the Nursing Home Administrator; • Assures NH Admission Packets are current and up to date with the latest regulations and standards; • Ability to handle stressful situations, with demanding timeliness and multiple tasks and deadlines; • Ability to draft and present written correspondence for the administrator using proper English grammar, spelling and punctuation; • Maintain resident’s accounts and trust accounts current; • Responsible for receiving and distribute incoming mail and process outgoing mail according to established procedures to ensure proper parties obtain mail in a timely manner. Copy, package, and distribute a variety of materials as requested; • Must have knowledge of accounting practices, strong soft skills and the ability to communicate well with others; • Perform customer service duties, including screening correspondence, telephone calls, and visitors for the Business Office and the facility; independently schedule conferences, conference calls, meetings or appointments; refer matters to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed; • Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the facility after determining that information may be given; answer inquiries for complaints, which do not need policy interpretation or expertise; • Handle requests for information appropriately and use judgment in handling sensitive information by adhering to the rules of confidentiality; • Set up and maintain a variety of files and records including confidential or personal files, and ensures that only authorized personnel have access to contents of files in accordance with operation procedures. Set up and maintain subject matter; chronological, alphabetical, and numeric file systems according to managerial requests, functional use or administrative guidelines. Act as custodian of department documents and records; • Perform a variety of administrative support duties associated with the facility and the Nursing home administrator’s office including responding to various inquiries and complaints from the public and or employees by determining and asking appropriate questions to identify information needs, explaining applicable policy or procedure, locating pertinent information in files, or directing caller to appropriate sources based on legal requirements (e.g., in case of formal complaint, etc.); and • Other duties as assigned.

Knowledge, Skills and Abilities

Knowledge, Skills and Abilities - The job requires knowledge of Computers; electronic data processing; modern office practices and procedures; administrative techniques and principles of organization; accounting; budgeting; techniques and practices of research methodology; data collection, and preliminary analysis; report writing; application and use of basic statistics; interview techniques sufficient to obtain information related to employment and administrative matters; written and oral communications, including English composition; database, spreadsheet including basic methods of graphic presentations. Depending upon the size of the county department may require some knowledge of human resources administration.

Physical Requirements

• The employee is constantly required to use hands to handle or feel objects and to keyboard;

• Frequently required to sit, talk, write, listen and read;

• The employee may infrequently be required to stand, walk, climb, balance, stoop, kneel, crouch or crawl and reach with hands and arms;

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and depth perception;

• The employee is infrequently required to lift and/or move up to 25 pounds;

• The noise level of the office is usually moderate; and

• May involve occasional travel by auto to attend meetings with community partners.

Education Requirements

The job requires education and experience equivalent to graduation from high school or GED equivalent and two (2) years of professional experience.

Job Advertisement

08.04.20 Business Office Manager Job Description present to Commissioners on 08.04.20.pdf

Disclaimer

The job requires freedom from illegal use of drugs and freedom from use and effects of drugs and alcohol in the workplace. Persons who have been found guilty by a court of law of abusing, neglecting or mistreating individuals in a health care setting are ineligible for employment in this position. Criminal Background Investigation is required as part of the Conditional Offer of Employment.

ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. Testing: Individual hiring departments at Madison County may elect to administer pre-employment tests/screenings, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at Madison County, as legally required (e.g., Form I-9). Job Notice: The responsibilities outlined in this job notice have been designed to indicate the general nature and level of performance for this position. It is not designed to contain or be interpreted as an exhaustive list of all responsibilities and qualifications required of employees assigned to this position. Madison County is an Equal Opportunity Employer. Madison County does not discriminate on the basis of age, race, color, national origin, religion, creed, disability, marital status, sex, political belief (in government) or retaliation .