Regional Business Office Manager - LA

JOB DESCRIPTION

Regional Business Office Manager

Department: Accounts Receivable

FLSA Classification: Exempt

Reports to: AR Director

Overview of the Position:

The Regional Business Office Manager role entails maintaining business office records regionally in accordance with federal

and state guidelines, as well as in accordance with our established policies and procedures, to assure that a complete business

office program is maintained.

Duties and Responsibilities

Administrative Functions:

Quality Monitoring and Quality Assurance Functions:

a. Participate in the facility Quality Assurance Committee and process;

b. Maintain a quantitative/qualitative audit/monitoring process;

c. Collect data and report findings to QA Committee;

d. Conduct routine monitors (admission, MDS, concurrent, acute problems, and discharge) and perform focused

reviews of problem areas, QA concerns, Quality Indicators and survey issues.

Health Information Management Functions:

a. Maintain security of health information systems and business office records. Assure physical protection is in

place to prevent loss, destruction and unauthorized use and disclosure of both manual and electronic records. For

example, assure that safeguards are in place such as sign-out systems, assignment of computer passwords/log-ons,

and systems for securing file cabinets and file rooms where overflow and discharge records are stored;

b. Assure systems are in place to maintain confidentiality of both manual and electronic health information;

c. Manage the release of information functions for the facility, including review and processing of all requests for

information. Maintain facility policies and standards of practice to assure release of information requests are

appropriate and meet legal standards;

d. Maintain a forms management system for development, review, and reproduction of facility forms. Maintain a

master forms files/manual;

e. Assist physicians, visitors;

f. Answer telephones when needed.

Computerization/Automation:

a. Understand all aspects of clinical computer system;

b. Maintain the security of the system by assuring that audit trails and password security are in place. Monitor audit

trails and follow-up on possible breaches in confidentiality/security;

c. Assure systems are in place to maintain up to date resident-specific information in the clinical information

system;

d. Complete data entry functions as applicable;

Records Management Functions:

a. Admissions:

● Work in conjunction with the admissions coordinator to ensure completion of all aspects of the

admission process;

● Complete the appropriate information in the census register (if applicable);

● Complete and file as applicable the master index information (computerized or manual);

● Initiate the in-house medical record and in-house overflow file, prepare labels, etc.;

● Complete admission checklists and admission monitors;

b. During the Resident’s stay:

● Ensure that each resident has a current payer source.

● Act as a liaison to the billing company, forward required documentation,

● Complete non-covered services forms and maintain records for easy retrieval, forward to the billing

company;

● Coordinate with Social Services regarding completion of applications, e.g. Medi-Cal redetermination

papers and other needed required documents;

● Act as a liaison between Nursing, ancillary disciplines and the Health Information Department;

● Contact physicians or departments as needed when signatures or information is needed before records

can be completed;

● Ensure that physicians are completing Medicare certifications/re-certifications;

● File all incoming clinical information in the in-house records on a daily basis;

c. Discharge:

● Record appropriate discharge information in the census register (if applicable);

● Monitor and Follow-up on discharge record deficiencies including monitoring/mailing information to the

physician for completion as applicable. Maintain discharge record control log. File discharge record in

incomplete clinical record file until complete and then, file the discharge record in the complete file;

Billing Management Functions:

b. Understand all aspects of the billing process for all payer types.

c. Review & Mail out Private Statements.

d. Post ancillary charges

e. Participate in tripe Check for Medicare and Managed Care Billing

f. Understand the collecting process for all payers’ types.

g. Communicate with Residents/Family as needed.

h. Complete facility statistical reports such as monthly facility statistics, daily census, licensure reports as

applicable;

i. Communicate with our billing company;

j. Communicate with Social Services Office, Medi-Cal and MediCare offices as needed;

k. Communicate with Insurance companies, HMOs;

l. Communicate with pharmacy, laboratory, X-ray, Hospice companies;

m. Participate in meetings and committees such as daily stand-up, administrative, quality assurance/quality

improvement, Medicare documentation review.

Committee Functions:

● Attend committees as assigned by the Administrator.

● Participate in the Safety Program

Personnel Function:

● Develop and maintain a good working rapport with inter-department personnel, as well as other departments within

the facility and also with outside agencies.

● Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment.

Staff Development:

● Attend and participate in workshops, seminars, etc., as approved.

● Attend and participate in orientation, in-service educational classes and on-the-job

training programs including annual OSHA and CDC in-service training programs

concerning hazard communication, TB management, and bloodborne pathogens.

Safety and Sanitation:

● Follow established fire safety policies and procedures.

● Follow established safety precautions when performing tasks and when using equipment and supplies.

● Wear and/or use safety equipment and supplies (e.g., back brace, etc.) when lifting or moving heavy objects.

● Wear non-slip shoes as required.

● Practice infection control policies and procedures of the facility

● Ensure that assigned work areas are maintained in a clean, safe, comfortable, and attractive manner.

● Complete environmental safety checklists, quarterly.

● Report all unsafe/hazardous conditions, equipment, etc., to your supervisor immediately.

● Report any incident or accident per facility policy.

Equipment and Supply Functions:

● Report equipment malfunctions or breakdowns to your supervisor as soon as possible.

● Ensure supplies have been replenished in work areas as necessary.

● Assure that work/assignment areas are clean and records, files, etc., are properly stored before leaving such areas on

breaks, end of work day, etc.

Residents Rights:

● Maintain confidentiality of all pertinent resident care information to assure residents rights are protected.

● Knock before entering a resident’s room.

● Ensure that resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and

civil rights, including the right to wage complaints, are followed.

Qualifications/Requirements:

Educational Requirements:

● Bachelor’s degree in Business Administration, Healthcare Management, or a related field (preferred).

Experience:

● Must be able to type a minimum of 35 words per minute, use office equipment, and have a working knowledge of

medical terminology.

● Minimum of 3-5 years of experience in Business Office Management in a healthcare setting.

● Experience managing operations actress multiple locations is a plus.

Physical and Sensory Requirements (with or without the Aid of Mechanical Devices)

● Must be able to move intermittently throughout the workday.

● Must be able to speak and write English in an understandable manner.

● Must be able to cope with the mental and emotional stress of the position.

● Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the

requirements of this position can be fully met.

● Must meet the general health requirements set forth by the policies of this facility that include a medical examination.

● Must function undependably, have flexibility, personal integrity, and the ability to work effectively with other

personnel.

● Must have a pleasant speaking voice.

● Must be able to push, pull, move, and/or lift a minimum of 25 pounds to minimum height of 3 feet and be able to

push, pull, move, and/or carry such weight a minimum distance of 10 feet

● May be necessary to assist in the evacuation of residents during emergency situations

Acknowledgment

Every effort has been made to identify the essential functions of this position. However, this 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

this position.

I have read this job description and fully understand the requirements. I understand that proprietary information remains the

property of the company and confidential information must remain within the confines of the company during and after

employment. I hereby accept the position of Administrator and agree to perform this position in a safe manner and in accordance

with the facility’s established procedures. I understand that as a result of my employment, I may be exposed to blood, body fluids,

burn, infections diseases, air contaminants (including tobacco smoke), hazardous chemicals, and to the Hepatitis B virus, and

that I will be responsible for following company policies and procedures when in contact with any of the situations described

above.

I understand that my employment is at will. My employment is for no definite or determinable period and may be terminated at

any time with or without prior notice at the option of either myself or the company. No promises or representations contrary to

the foregoing are binding on the company unless made in writing and signed by me and the company’s President.

______________________________________________________________________________________________________

Signature, Regional Business Office Manager Date

______________________________________________________________________________________________________

Signature, AR Director Date

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.