The Business Office Manager is responsible for overseeing and managing the administrative, financial, and clerical functions of the business office in a healthcare, long-term care, or assisted living facility. This includes managing billing, accounts payable/receivable, payroll, and financial reporting. The Business Office Manager ensures efficient office operations, works closely with residents, families, and staff to address financial matters, and ensures compliance with regulatory and organizational policies. This role requires strong leadership, financial acumen, and excellent organizational skills.

Key Responsibilities:

• Financial Management:

  • Oversee the facility’s billing and collection processes, ensuring accurate and timely invoicing for services provided to residents.
  • Manage accounts receivable and payable, processing payments and ensuring accurate financial records.
  • Prepare and submit financial reports, including monthly statements, budgets, and forecasts, for management review.
  • Ensure compliance with financial policies, regulations, and standards, maintaining accurate and up-to-date financial records.
  • Collaborate with department heads and facility leadership on budget management and cost control measures.

• Resident Billing and Accounts:

  • Supervise the preparation and distribution of resident billing statements, addressing any billing discrepancies or concerns.
  • Work with residents, families, and responsible parties to resolve billing inquiries, establish payment plans, and explain financial options.
  • Ensure timely filing of insurance claims and follow up on pending or denied claims with insurance providers.
  • Monitor and track resident account balances, payments, and collections, ensuring accurate records and timely collections.

• Payroll and Employee Benefits:

  • Oversee the payroll process, ensuring accurate and timely payroll for all employees, including benefits administration and deductions.
  • Maintain payroll records and ensure compliance with labor laws, tax regulations, and company policies.
  • Coordinate with HR to ensure proper administration of employee benefits, including health insurance and retirement plans.

• Office Management:

  • Supervise and manage office staff, including hiring, training, and evaluating the performance of administrative personnel.
  • Oversee the organization and maintenance of resident files, financial records, and other essential documents.
  • Ensure the business office operates efficiently, maintaining a professional, organized, and well-functioning environment.
  • Order and manage office supplies and equipment to support smooth office operations.

• Regulatory Compliance:

  • Ensure compliance with all federal, state, and local regulations related to financial operations, billing, and insurance claims.
  • Prepare for and participate in audits, inspections, and surveys conducted by regulatory agencies.
  • Maintain accurate and secure resident financial records, ensuring that all documentation meets regulatory requirements.

• Customer Service:

  • Serve as a point of contact for residents and families regarding financial matters, providing clear explanations of billing and payment processes.
  • Respond to inquiries and concerns from residents, families, and staff with professionalism and empathy.
  • Collaborate with the nursing and administrative teams to address resident needs and ensure financial processes support high-quality care.

• Education: Bachelor’s degree in Business Administration, Accounting, Healthcare Administration, or a related field is preferred.
• Experience: Minimum of 3-5 years of experience in business office management, preferably in healthcare, long-term care, or assisted living. Experience in financial management, billing, and accounts payable/receivable is required.
• Skills:
  • Strong financial management, budgeting, and reporting skills.
  • Proficiency in accounting software, billing systems, and office management tools (e.g., Microsoft Office).
  • Excellent communication and interpersonal skills, with the ability to handle sensitive financial matters discreetly.
  • Strong leadership and team management abilities.
  • Knowledge of healthcare regulations and insurance billing processes (Medicare, Medicaid, and private insurance).
  • Strong problem-solving skills and attention to detail.

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