Business Office Manager

Job Title: Business Office Manager

Position Summary: The Business Office Manager is responsible for being the lead support of the business functions and financial management of the agency. He/she is responsible for coordinating all office activities including medical records, data entry, maintaining patient records, preparing for all meetings, coordinating all telephone calls, and maintaining sufficient office supplies. The Business Office Manager is responsible to the Administrator and assists with direct patient expenditures coordination, employee time records, personnel records, and billing liaison.

Essential Functions:

Reasonable Accommodations Statement:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Job Responsibilities:

• Responsible for Human Resource management of the agency by recruiting, training and orienting new employees.
• Completes and maintains employee personnel records, records employee status and rate changes, benefit reporting and verification, vacation and sick changes, and accident/incident reporting follow-up and other duties as outlined in the Human Resource training manual.
• Manages conflict and complaint resolution when necessary.
• Responsible for accurate and timely Payroll processing for agency staff.
• Maintains current contracts on contracted personnel in accordance with regulatory purposes and agency reporting.
• Responsible for managing the phone system, fax/copier, phones, computers, IT, etc.
• Administrative support for workflow, Interdisciplinary team meeting prep, patient care managers, and the patient care team.
• Supervise and lead the Health Information Coordinators for all teams.
• Ensuring effective customer service is delivered.
• Ensures all medical records are accurate and up to date in accordance with state and federal regulations and agency policy and protocol.
• Overseeing and assisting the pre-billing audit process.
• Achieves financial objectives by cost-effective office supply management and budgeting.
• Manages, processes and approves all Accounts Payable invoices and submits for timely for payment. Maintains Accounts payable files according to agency protocol.
• Manages and processes Accounts Receivable and Revenue collections.
• Oversees the building maintenance and security.
• Provides customer service and maintains relationships with vendors.
• Communicates effectively on the telephone with patients, families, vendors, and staff.
• Creates a welcoming environment for visitors and employees to be productive and satisfied.
• Manages incoming, outgoing and interoffice mail.
• Maintains accurate mailing lists of employees, patients, volunteers, Medical Directors, physicians and nursing facilities.
• Coordinates with the Director of Finance and the Human Resource Director as necessary.
• Performs other necessary functions/duties as assigned by the Administrator.
• Assists the Administrator in preparing an annual budget, scheduling expenditures, analyzing variances, initiating corrective actions to drive financial performance.
• Participates in and assists with community activities, i.e., health fairs, conventions, community education programs, etc. as assigned by Director of Patient Care and/or Administrator.
• Knowledge of and adherence to all policy and procedures.
• Maintains compliance by documenting accurately and timely within the organization’s electronic health record.
• Lives the Mission, strives to achieve the Vision and exemplifies the Core Values of the organization.
•  Works toward exceeding chosen Pillar goals in the areas of Employee Satisfaction, Customer Satisfaction, Quality Service, Compliance, Growth and Financial Performance.
• Knowledge of and adherence to the employee Code of Conduct and Code of Ethics.
• The above statements are intended to be a summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Education and Experience:

• Minimum of high school education and some college; 4-year degree preferred.
• Minimum 4 years’ experience in business office management preferred.
• Home Health experience preferred.
• Leadership experience preferred.
• Basic Computer knowledge; Microsoft office preferred.