Position Overview
We are seeking an experienced Business Office Manager to oversee the financial and administrative operations of a large senior living and healthcare community.
This is NOT a traditional Office Manager position. The ideal candidate will have a strong background in healthcare billing, collections, accounts receivable, accounts payable, reimbursement processes, and customer service. Success in this role requires exceptional organization, initiative, follow-through, and the ability to manage multiple priorities while working with residents, families, government agencies, and payer sources.
The Business Office Manager serves as a key operational leader responsible for billing accuracy, financial reporting, resident accounts, payroll support, trust accounts, and reimbursement coordination.
Key Responsibilities
Revenue Cycle & Billing Management
- Manage Accounts Receivable and Accounts Payable operations.
- Process and monitor resident billing activities.
- Handle ancillary charges including Medicare, pharmacy charges, and other applicable services.
- Work with multiple payer sources including:
- Medicare
- Medicaid
- Private Pay
- Federal and State reimbursement programs
- Insurance carriers
- Research and resolve billing discrepancies.
- Follow up on outstanding balances, collections, payment issues, and account reconciliations.
- Ensure monthly resident statements are accurate and distributed on time.
- Review and update resident billing rates as necessary.
Financial Operations
- Coordinate and support month-end closing activities.
- Maintain financial records and ensure accurate accounting practices.
- Manage resident trust accounts and monitor transactions accurately.
- Manage promissory notes and ensure proper documentation and reporting.
Payroll Support
- Manage bi-weekly payroll processing functions.
- Serve as a backup payroll processor and maintain payroll proficiency.
- Ensure payroll records are accurate and compliant.
Customer Service & Resident Relations
- Serve as a key point of contact for residents and family members regarding billing and account-related questions.
- Maintain positive relationships through professional and responsive customer service.
- Assist residents and families in understanding financial obligations, reimbursement processes, and payment options.
Administrative Leadership
- Provide structure, leadership, and support to office staff.
- Delegate tasks effectively and manage team priorities.
- Collaborate with Finance, Administration, Clinical Leadership, and external vendors.
- Support audits, reporting requirements, and compliance initiatives.
Required Qualifications
Experience
- Experience billing Medicare and Medicaid is required.
- Experience working with healthcare billing, reimbursement, collections, accounts receivable, and payer systems.
- Minimum 2–4 years of related business office, healthcare finance, billing, or administrative experience.
- Financial software and billing software experience required.
- Experience processing financial data and maintaining financial records.
Technical Skills
- Strong Microsoft Office skills required.
- Advanced Excel proficiency preferred.
- Experience with PointClickCare (PCC) strongly preferred.
- Strong Outlook proficiency required.
- Ability to learn and navigate multiple software platforms.
Professional Skills
- Detail-oriented and highly organized.
- Strong communication and interpersonal skills.
- Self-motivated and able to work independently.
- Strong customer service and problem-solving abilities.
- Ability to manage competing priorities and deadlines.
- Ability to communicate professionally and fluently in English, both verbal and written.
Preferred Qualifications
- Bachelor's Degree preferred.
- 2+ years of healthcare business office management experience.
- Senior living, long-term care, skilled nursing, rehabilitation, or healthcare administration experience.
- PointClickCare (PCC) experience.
- Experience with Medicare, Medicaid, and long-term care reimbursement processes.
