Business Office Manager

JOB DESCRIPTION POSITION: Business Office Manager DEPARTMENT: Administration SUMMARY: The primary responsibility of the Business Office Manager (BOM) position is to maximize the financial results of the surgery center through effective management of costs containment and revenue generation.
The BOM will set-up and maintain Human Resources Department and employee’s files.
The BOM will assist the Administrator with Medical Staff functions.
The BOM will supervise all business office functions including scheduling, reception, and billing.
I.
POSITION DUTIES 1.
Reception a.
Ensure all phones are answered promptly and correctly and that messages are effectively transmitted to the recipients.
b.
Oversee patient registration c.
Maintain current and accurate patient registration forms and procedures d.
Maintain clean and organized reception and lobby area e.
Update and maintain center’s marketing brochure 2.
Surgery Scheduling a.
Verify all patients’ insurance to ensure the eligibility of each case b.
Maintain accurate and complete surgery schedule c.
Develop and maintain relationships with medical office schedulers d.
Regularly assess effectiveness of block time utilization and communicate results to Administrator 3.
Accounting a.
Coordinate with accountant and CPA i.
Provide bank statements and other requested financial information for reconciliation and month closing ii.
Update QuickBooks on a daily basis with all financial transactions b.
Accounts Receivable i.
Receive and input all patient payments into QuickBooks accounting system ii.
Prepare all patient payments for bank deposit iii.
Make daily bank deposits iv.
Make copies of all patient payments and send to billing company c.
Accounts Payable i.
Issue and maintain purchase orders to appropriate vendors ii.
Match all invoices to their appropriate purchase orders iii.
Receive and input all approved vendor invoices into accounting system (QuickBooks) iv.
Prepare vendor payments weekly for regional director approval and send out v.
Communicate cash flow status to Administrator and alert them to any pending deficiencies vi.
Record any regular, intermittent, or unique electronic debits to the business bank account including payroll and taxes vii.
Maintain petty cash fund.
Balance weekly.
4.
Billing a.
Develop and maintain current facility charge sheet, and co-pay calculation; coordinate same with billing company b.
Compile and transmit necessary billing information to billing company on a daily basis c.
Coordinate transcription with doctors, transcription service and billing service d.
Perform regular audits on facility charges e.
Communicate any changes or additions to center’s insurance provider numbers to billing company f.
Calculate and recover appropriate co-pays and co-insurance for patients; communicate same with billing company g.
Coordinate collection services with billing company h.
Maintain insurance contracts with payors the surgery center is associated with i.
Supervises special financial arrangements for patients including deferred payment and third-party payment plan with direction from Administrator and/or Nurse Manager 5.
Medical Staff a.
Create and maintain Doctors’ mail boxes b.
Assist Administrator to maintain Medical Staff meeting schedule c.
Assist Administrator to produce Medical Staff meeting agendas and packets d.
Credentialing i.
Coordinate credentialing process for new users and reappointments ii.
Maintain and update existing credentialing files and tracking tool 6.
Medical Records a.
Create new medical chart for all new patients b.
Assist in maintaining and auditing of the medical record chart on the business office side c.
Scan and store all medical records according to the policy and procedure manual d.
Perform regular audits to verify completeness of medical records e.
Keep inventory of all forms, files and supplies related to medical records 7.
Human Resources a.
Maintain accurate and current information on all employees, contract or regular including contact, employment eligibility, tax status, licenses if applicable, training records and timesheets b.
Coordinate payroll with payroll service and Administrator c.
Maintain current and accurate employee benefit programs information d.
Work with benefit vendors to update existing employees and to add new employees to program e.
Coordinate with Administrator to maintain and distribute Employee Handbook that accurately reflects current policies and procedures of center f.
File employee’s signature of receipt of Employee Handbook including all distributed updates g.
Maintain current OSHA regulations and information in center via wall posters, pamphlets and other required material h.
Record and maintain all employee incident reports 8.
Business Office Operations a.
Communicate with Administrator and/or Nurse Manager on business office issues through a weekly huddle b.
Direct, supervise, monitor, and evaluate all activities in the business office to ensure professional medical care for each patient, with direct feedback to Administrator c.
Provide direction for employee training and motivation for business office d.
Oversee the activities of recruiting, selection, planning and counseling of business office personnel e.
Coordinate with Administrator to create and post weekly business staff schedule f.
Set-up, maintain and monitor business supplies, determine needs, and place request for necessary items g.
Maintain software, user guides and technical support information for all business equipment i.
Telephones ii.
Copy/Fax Machine iii.
Computers iv.
Security System v.
Scanner h.
Sort and distribute mail II.
REPORTING RELATIONSHIPS 1.
Immediate Supervisor: Administrator/Board of Managers 2.
Positions to be supervised: Receptionist a.
Surgery Scheduler b.
Registration Staff c.
Vendors d.
Billing III.
CONTACT WITH OTHERS 1.
Internal: Staff in clinical operations, business office and contract personnel.
2.
External: Physicians, Allied Health Professionals, patients, families, Physicians’ office staff, representatives of medical industry, consultants, health coalitions, and professional peers.
IV.
POSITION CHARACTERISTICS It is necessary to perform some duties beyond regular work hours on evenings and weekends.
Additionally, it may be necessary to respond to calls after hours for directions/guidance.
Due to the nature of the business office manager responsibilities, this position can be challenging and time-consuming.
V.
POSITION REQUIREMENTS Successful candidate will possess strong work ethic; be well organized; possess financial analytical skills; marketing skills; strong interpersonal communications skills; general accounting skills, have the ability to reassess priorities, possess strong problem solving and decision-making skills; and be able to handle a demanding position.
VI.
POSITION SPECIFICATIONS It is preferred that the Business Office Manager has a bachelor’s degree in Business or another related field.
It is mandatory that the Business Office Manager be a High School graduate or has completed a GED course.
It is preferred that the Business Office Manager have five (5) years of business experience, preferably in the medical field, with a minimum of 2 years supervisory experience.
The successful candidate must have the ability to work independently as well as function within a team, to deal effectively with difficult situations.
Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.
They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required.
All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Job Type: Full-time Pay: From $75,000.
00 per year Benefits: * 401(k) * Dental insurance * Flexible schedule * Health insurance * Health savings account * Life insurance * Paid time off * Parental leave * Retirement plan * Vision insurance Schedule: * Monday to Friday Work Location: In person