Business Office Manager

Business Office Manager

Position Summary

The Business Office Manager is responsible for overseeing the daily financial and administrative operations of the business office in a long-term care facility. This position ensures accurate resident billing, insurance verification, collections, accounts receivable management, and exceptional customer service for residents and their families. The Business Office Manager works collaboratively with leadership to maintain compliance with federal, state, and organizational policies while supporting the facility’s financial health.

Essential Duties and Responsibilities

Business Office Operations

• Manage the daily operations of the business office.
• Participate in daily leadership and interdisciplinary meetings.
• Review and monitor the daily census to ensure accurate admissions, discharges, transfers, and payer changes.
• Maintain accurate resident financial records and business office documentation.

Accounts Receivable & Collections

• Manage accounts receivable and maintain acceptable ageing reports.
• Perform collection activities while maintaining positive relationships with residents and responsible parties.
• Monitor outstanding balances and follow up on delinquent accounts.
• Prepare and distribute monthly resident billing statements.
• Communicate billing updates, payment changes, and financial responsibilities to residents and families.

Billing & Insurance

• Verify insurance eligibility and benefits prior to admission and throughout the resident’s stay.
• Ensure accurate billing for Medicare, Medicaid, private insurance, managed care, hospice, and private pay residents.
• Coordinate with admissions, therapy, nursing, and other departments to ensure accurate reimbursement.
• Resolve billing discrepancies and insurance payment issues in a timely manner.

Financial Compliance

• Complete the monthly Triple Check process to ensure billing accuracy prior to claiming submission.
• Maintain compliance with all applicable federal, state, and payer regulations.
• Assist with financial audits and provide requested documentation.

Resident & Family Relations

• Provide exceptional customer service to residents, families, and responsible parties.
• Explain financial policies, billing statements, insurance coverage, and payment options.
• Address questions and concerns professionally and promptly.

Care Team Collaboration

• Attend resident care plan meetings as needed to discuss financial matters.
• Collaborate with interdisciplinary teams regarding resident financial and payer requirements.

Leadership

• Supervise, coach, and train business office staff.
• Develop and implement departmental procedures and best practices.
• Monitor staff performance and provide ongoing education and support.
• Foster a positive, team-oriented work environment.