Business Office Manager

About
ProMedica is a mission-based, not-for-profit health and well-being organization headquartered in Toledo, Ohio. It serves communities in 28 states. The organization offers acute and ambulatory care, an insurance company with a dental plan, and post-acute and academic business lines. The organization has more than 45,000 employees, 11 hospitals, 2,100+ physicians and advanced practice providers with privileges, 1,000+ healthcare providers employed by ProMedica Physicians, a health plan, and senior care services.

ProMedica`s senior care division operates 330+ assisted living facilities, skilled nursing centers, memory care communities and hospice, palliative and home health care agencies. Services are provided in 26 states and the majority now operate under the ProMedica brand and Arden Courts. Over the next few months, the rest of our entities under the Heartland and ManorCare names will rebrand to ProMedica.

Driven by its Mission to improve your health and well-being, ProMedica has been nationally recognized for its advocacy programs and efforts to address and lead in social determinants of health, champion healthy aging and cultivate innovative solutions. For more information about ProMedica senior care services, please visit www.promedicaseniorcare.org.

ProMedica Senior Care, formerly HCR ManorCare, provides a range of services, including skilled nursing care, assisted living, post-acute medical and rehabilitation care, hospice care, home health care and rehabilitation therapy.

Job Summary

Direct the overall Business Office activities in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as directed by the Administrator, to assure the proper administrative procedures are maintained. The BOM Portal Training tab on the Intranet contains the Quick guides and policy and procedure manuals for this position. Essential Job Functions Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

Residents Rights

• Knows and respects patient s rights
• Ensures protected health information is kept confidential
• Reports complaints made by patients to supervisor
• Reports allegations of patient abuse, neglect and/or misappropriation of patient property Safety and Sanitation
• Follows established safety policies and procedures
• Observes safety needs of patients as indicated in care plan
• Wears and/or uses safety equipment and supplies when indicated and properly trained to use
• Demonstrates job-specific knowledge of fire and disaster preparedness during drills or actual situations Staff Development
• Attends and participates in scheduled in-service training, educational classes and meetings.
• Participates in QAA program
• Attends and participates in Circle of Care classes Patient Meetings & Payer Set-Up Responsibilities
• Meets with each patient; ensuring that the Patient Financial Meeting process is used at admission and when payer type changes occur. Maintains a patient financial file.
• Performs all payer setup and verification processes and updates in PCC; including use of HIQA and payer verification tools for the patient s stay.
• Performs all duties related to Medicaid Pending application and eligibility processes.
• Follows the procedures for requesting new primary and secondary payer setup in PCC.
• Ensures compliance with application of the company Financial Policy. Accounts Receivable Responsibilities
• Follows the PCC daily task list, weekly task list, and month-end close checklist.
• Ensures completion of the Daily Census Verification process.
• Ensures that all room, ancillary, and miscellaneous charges are timely recorded in PCC.
• Ensures that the RUG Billing Triple Check Process is followed on a continuous basis.
• Manages private pay billing and ensures that the Centralized Statement process is followed.
• If serviced by the CBO, acts as backup for the billing and collection of UB04 payers (Medicare, Medicaid, Mgd Care). Furnishes information, as requested, to the CBO.
• Performs all Hospice and VA Roster billing that does not require a UB04 form.
• Manages Medicare ADRs and appeals per established procedure.
• Ensures that the Medicare bad debt and bad debt write-off policies are followed.

Collection Responsibilities

• Ensures that Private Pay Policy and Procedures are followed, including use of automated collection letters, collection calls, and collection agency placement.
• Maintains record of all account activity and collection notes in the PCC Collection Module.

Cash Receipts Responsibilities

• Ensures company Cash Receipt policies and procedures are followed to insure protection of cash from being lost or misused, and to allow for complete and accurate receipting, depositing and recording of all business unit funds.
• Reviews cash receipt batches posted by the Corporate A/R group for accuracy, proper aging bucket and pay type.

Accounts Payable Responsibilities

• Ensures that Accounts Payable procedures are followed.
• Ensures that eRefund policies and procedures are followed.

Miscellaneous Responsibilities

• Ensures that the Resident Valuables policy is followed.
• Ensures that Petty Cash policies and procedures are followed.
• Ensures that the Resident Personal Trust Fund policy is followed.
• Ensures that the company Business Office Standardization policy is followed. Supervisory/People Management Responsibilities
• Assists in planning, coordinating, and conducting continuing education programs and special in-service training sessions relevant to the needs of department personnel.
• Acts as the facility liaison with the HCR ManorCare CBO (Centralized Billing Office) 
• Coordinates work of department with work of other departments.
• Attends and participates in staff meetings, departmental head meetings, and other center meetings and sits on required committees.
• Assists in developing and updating departmental procedures and policies.
• Follows HCR ManorCare Policies and Procedures manual.
• Participates in department budget planning and supplies monthly report to Administrator.

Education
Associates degree in Accounting or related field or two (2) years of experience

Position Requirements

Previous experience in business office operations, preferred.

Education

Associates degree in Accounting or related field or two (2) years of experience; Bachelors Degree or equivalent experience preferred.

Experience

Previous experience in business office operations, preferred.

Physical Demands

Primarily sedentary in nature with lifting of approximately 10 pounds with occasional lifting of small objects; sitting, standing, walking, talking, hearing, and fingering.

• Travel - N/A
• Working Conditions - Primarily inside in well-lighted, well-ventilated areas.

Principal Contacts

Business office staff, center staff, patients, and families.

General Requirements

Must be able to execute the terms and conditions set forth in the HCR ManorCare Employee Handbook, including, but not limited to: A. Works in a safety-conscious manner, which ensures that safe work practices are used in order not to pose a risk to self or others in the workplace. Reports any safety violations or hazards to supervisor B. Complies with company policies and procedures and local, state, and federal regulations C. Adheres to policy on Drug-Free Workplace D. Interacts in a tactful, diplomatic, and humanistic manner with patients, families, visitors, and co-workers to provide a safe, efficient, and therapeutically effective caring environment which ensures the self-respect, personal dignity, rights and physical safety of each patient and facility guest E. Maintains a dependable attendance record and adheres to standards of cleanliness, grooming, hygiene, and dress code. F. Takes positive action to ensure equal opportunity in the conduct of business activities without regard to race, color, religion, sex/gender, age, national origin, disability, citizenship, veteran status or any other legally protected category.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.