Job Description

Job Description: Business Office Manager

I. Position Summary

The Business Office Manager is responsible for all operations pertaining to New Hires,
Payroll, Time Sheets, Accounts Payable, Accounts Receivable, Staff Compliance, Resident
Trust, Petty Cash, ALF & IL Lunch Money, ALF and IL Ancillaries, and ALF & IL Statements.
The Business Office Manager maintains office services by organizing office operations and
procedures; preparing payroll; controlling correspondence; designing filing systems;
reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Keeps management informed by reviewing and analyzing special reports; summarizing
information; identifying trends. Completes operational requirements by scheduling and
assigning employees; following up on work results. Designs and implements office policies
by establishing standards and procedures; measuring results against standards; making
necessary adjustments.
The Business Office Manager must be able to ensure the smooth running of the office and
help to improve company procedures and day-to-day operation.
The Business Office Manager is responsible to the Executive Director.

II. Responsibilities

1. Answer incoming calls and record messages.
2. Accept payments, write receipts for cash payments, copy all checks.
3. Notify all residents or family members of any changes taken place in the
community.
4. Accept dining reservations and payments, notify dietary.
5. Tracks resident medical appointments, coordinates and notifies driver.
6. Prepare charts for admissions.
7. Send New Resident Admission/Discharge for both IL & ALF to Rob at
corporate. Ensure all proper documents are listed in the business file and in the
appropriate place.
8. Assist with filing resident records as needed.
9. Updating resident census, POA, & IL Permission to enter.
10. Distribute revised Census, POA, & IL Permission to enter.
11.Assist with bulk mailings and flyers as needed.
12. Assist Marketing with maintaining adequate supply of marketing
materia1ls3/.pUapcdkeattse. all staff binders with resident and employee census as needed.
14. Type and post resident and employee monthly birthday list and distribute to
Dietary as well as Activities.
15. Create New Hire Packets.
16. Ensure all departments have adequate amount of office supplies.
17. Prepare all bank deposits.
18. Take all cash deposits to the bank to deposit them.
19. Scan all invoices and email to Business Office with the Batch report.
20. File invoices.
21. Enter all new employees into time tender, ADP, and PBenroll.
22. Send New Hires to Business Office as well as all FT employees to Insurance
Rep.
23. Update Employee Census.
24. Update Employee Birthday List
25. Prepare all resident amended addendums for service or room
changes/hospital admissions and returns.
26. Petty Cash Reconciliation
• Prepare expense reports for expenses.
• Enter Petty Cash Reconciliation into PCC.
27. Attend Conference call to review Aging Report on all AL & IL accounts.
• Call Resident or Resident Family to ensure payment is made on Resident
Account.
28. Fill out all Employment Verifications and return to sender.
29. Revise ALF & IL Statements and send out in the mail.
30. Any other duties assigned by Executive Director.
31. Formulate demographic sheet for all new residents and keep up-to-date.
Periodically, record any changes that have taken place for all residents
(insurance change, family member address change, etc.}. Make sure to highlight
whatever change that was updated and provide copies to appropriate nursing
staff.
32. Create Independent Insurance Audit and maintain a spreadsheet.
33. Ensure Independent Insurance Audit spreadsheet is sent to the owner the
fifth of every month with up-to-date information on each independent resident to
ensure they have the correct insurance for villa per lease they signed.
34. Discharge Summary-update any changes in ALF and/or ILF daily. Manage
spreadsheet and ensure it is sent to the owner every day.
35. Check the mail and distribute it to all residents and/ or departments.
36. Answer all resident/family members' questions or concerns regarding billing
discrepancies or other issues.
37. Work with manage care case managers to ensure we can obtain
authorization to bill for all manage care residents as well as notify case managers to let them know if their member has gone out to the hospital or left the building.
38. IRS Tax reporting (6056 reporting workbook) for 1095-C's

Accounts Payable

• Review invoices from all vendors.
• Ensure the amount charged on the invoice is appropriate for the service provided
by vendor.
• Stamp all invoices and charge to the appropriate department.
• Take invoices to administrator to be approved.
• Enter batch into PCC.
• Email batch to Heidi in accounting.
• Review all statements sent from vendors to ensure all invoices have been
entered according to what is listed on the statement.
• Retrieve any missing invoices/credits from vendor as needed.
• Check the invoice report in order to know whether or not a vendor was paid and
when they were paid.

Accounts Receivable

• Enter Cash Receipt batches/deposits into Point Click Care for IL, ALF, Guest
Stays, and Misc. Cash deposits.
• Enter Managed Care deposits into Point Click Care.
• Enter all necessary changes for residents as they occur (Room changes, rate
increase, resident sent out to hospital and/or coming back from hospital, etc.).
• Enter all ALF & IL ancillaries into PCC.
• Enter all ALF & IL hair care into PCC.
• Generate Statements/Medicaid L TC billing at the end of the month.
• Send them to Residents or residents family/guardian.

Resident Trust

• Maintain adequate cash on hand to meet resident needs.
• Help with resident withdrawals/ deposits into resident accounts.
• Prepare and make all resident trust bank deposits as well as replenishments.
• Issue checks to discharge residents/ POA's
• Audit Quarterly Resident Trust Statements before sending them to the
Guardian/POA.
• Mail out Quarterly Resident Trust Statements to family member or guardian.

Human Resources

• Answering employee questions
• Processing incoming mail
• Creating and distributing documents
• Providing customer service to organization employees
• Serving as a point of contact with benefit vendors/administrators
• Maintaining computer system by updating and entering data
• Setting appointments and arranging meetings
• Maintaining calendars of HR management team
• Compiling reports and spreadsheets and preparing spreadsheets
• Collecting employment and tax information
• Ensuring background and reference checks are completed
• Preparing new employee files
• Overseeing the completion of compensation and benefit documentation
• Orienting new employees to the organization (setting up a designated log-in,
workstation, email address, etc.)
• Conducting benefit enrollment process
• Administering new employment assessments
• Serving as a point person for all new employee questions

Payroll and Benefits Administration

• Processing payroll, which includes ensuring vacation and sick time are tracked in
the system
• Answering payroll questions
• Facilitating resolutions to any payroll errors

Record Maintenance

• Maintaining current HR files and databases
• Updating and maintaining employee benefits, employment status, and similar
records
• Maintaining records related to grievances, performance reviews. and disciplinary
actions
• Perfonning file audits to ensure that all required employee documentation is
collected and maintained
• Performing payroll/benefit-related reconciliations
• Performing payroll and benefits audits and recommending any correction action
• Completing termination paperwork.

Staff Compliance Spreadsheet

• Add new employees to staff compliance spreadsheet.
• Take off terminated employees spreadsheet add them to the terminated side of
staff compliance.
• Ensure all employees are up to state with Background screens, TB and
Communicable Disease, Biomedical Waste, ALZ 1, 2, & the update,
Certifications, and Elopement Drills.

Payroll Spreadsheet

• Revise payroll spreadsheet every pay period to send to Cy.

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