Traveling Business Office Manager
Consulate Health Care - Louisville, KY

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At Consulate Health Care , we’ve succeeded because of our employees – a caring team of highly trained professionals who are committed to providing health services with compassion, honesty, integrity and respect.

From short-term transitional care and rehabilitation to long-term nursing and Alzheimer’s care, you help us achieve excellence by setting and exceeding high standards in healthcare. We are a proud network of people who care for our residents. At Consulate, you can build a challenging and rewarding career with competitive benefits, and a full range of opportunities for professional growth.

Purpose of Your Job Position

As a Consulate Health Care Traveling Business Office Manager, you are entrusted with the responsibility of carrying out your daily tasks and assigned duties while demonstrating Consulate’s Core Values of Compassion, Honesty, Integrity, Respect and Passion. You are expected to provide innovative, responsible results with the creation and implementation of new ideas and concepts that continually improve systems and processes to achieve superior results. The primary purpose of your job position is to assist in the day-to-day accounting functions of the facility in accordance with current acceptable accounting and cost reimbursement principles relating to nursing facility operations, and as may be directed by the Executive Director.

Job Functions

As Traveling Business Office Manager, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties. May oversee Business Office Coordinator and Customer Service Representative This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time, for any reason.

Duties and Responsibilities
1. Assist in implementing the day-to-day functions of the accounting department.
2. Prepare/invoice all Medicaid/9400 on the first business day of the month.
3. Must receive a PASSAR ID within 24 hours of admission, where appropriate.
4. Invoice HMO within 48 hours of discharging a resident.
5. Invoice HMO on all residents, in-house at the end of the month, by the third business day of the next month.
6. Invoice all co-insurance within 48 hours of receiving a remittance form Medicare.
7. Make follow up calls on a weekly basis to insurance and private balances.
8. Report Medicaid pending every Friday by 2:00 PM, where appropriate.
9. Report cash collections by Friday at 2:00 PM, where appropriate.
10. Post all cash on a daily basis.
11. Post pharmacy key occurrence codes monthly.
12. Implement written policies and procedures that govern the accounting functions of the facility.
13. Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility.
14. Assist in standardizing the methods in which work will be accomplished.

15. Over sees the following:
a. Maintenance of open packing slips and purchase order files.
b. Matching invoices to packing slips and purchase orders.
c. Process and verify payment of invoices on a timely basis
d. Verification of invoices received for quantity, unit price, extensions and discounts.
e. Make written reports to the Executive Director on invoices received that do not match purchase orders.
f. Forward invoices to appropriate department personnel for approval for payment.
g. Code invoices with appropriate chart of account number to ensure that expenses are distributed to the correct expense
h. Preparation of invoices for keypunching.
i. Verification of voucher reports, remittance advices, check and journals for the accuracy of each report.
j. Attach original invoice to duplicate copy/canceled check for permanent record.
k. Send checks and maintains a file of paid invoices.

l. Communicate with supplier/vendors concerning errors or questions on invoices.
m. Prepare monthly totals of open invoices, accounts payable, cash disbursements, etc., as may be directed.
n. Assist in preparing monthly financial statement to include preparing monthly balance sheet, income and expense reports,
etc., as required
o. Assist in preparing trial balances as directed.
p. Maintain payroll to include maintenance of employee record, processing time card, paychecks, computation of federal and
state payroll taxes, miscellaneous deductions, etc., as directed.
1. Receive and respond to inquiries concerning resident accounts.
2. Produce statements of resident account activity for responsible parties.
3. Process and verify payment of invoices on a timely basis.
4. Record payments received to appropriate cash receipts journal, within 24 hours of deposit.
5. Post payments received to appropriate resident account.
6. Process and post daily charge slips to resident accounts.
7. Verify accuracy of daily deposit ticket with cash receipts journal.
8. Maintain a file of copies of all charge slips, debits, credits, etc., issued to each resident.
9. Monitor, collect and report accounts receivables/delinquent accounts receivable, to appropriate financial/executive personnel.
10. Assist in balancing accounts receivable by running tapes, verifying computer printouts, etc.
11. Prepare, verify for accuracy and mail statements on the 26 th of each month, where applicable.
12. Make written and oral reports/recommendations to the Accountant concerning accounting functions.
13. Assist in reconciling bank statements as directed.
14. Assist in preparing financial and statistical reports as directed.
15. Perform functions of computer/data processor as necessary.
16. Develop and utilize computer reports and output.
17. Ensure that resident admission contracts are signed and appropriately filed.
18. Assist in preparing payroll, time sheets, etc., as directed.
19. Follow established resident fund accounting procedures. Provide each resident with a quarterly accounting of his/her funds managed by the facility.
20. Assist in the planning and implementation of changes in our accounting system as necessary or directed.
21. Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Executive Director.
22. Agree not to disclose resident’s protected health information and promptly report suspected or known violations of such disclosure to the Executive Director.
23. Report any known or suspected unauthorized attempt to access facility’s information system.
24. Preceptor to oversee training of BOM I, II and III. May have multi-facility access.
25. Embrace Consulate Health Care’s five core values of compassion, honesty, integrity, respect and passion, and incorporate them into one’s daily job function.
26. Demonstrate respect and compassion in every interaction.
27. Conduct oneself with the highest degree of honesty and integrity in every interaction.
28. Demonstrate a passion for caring as evidenced by interaction with co- workers, residents, families and visitors.
29. All other duties as assigned.


Traveling Business Office Manager Working Conditions

  • Works in office areas as well as throughout the facility.
  • Moves intermittently during working hours.
  • Is subject to frequent interruptions.
  • Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.
  • Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
  • Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
  • Is subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
  • Attends and participates in continuing educational programs.
  • Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
  • Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and AIDS and Hepatitis B viruses.
  • May be subject to the handling of and exposure to hazardous chemicals.
  • Communicates with the medical staff, nursing personnel, and other department directors.

  • Must possess, as a minimum, a high-school diploma or its equivalent. Two-year degree preferred.

  • Must have, as a minimum, five (5) years experience in bookkeeping or accounting practices. Experience in health care accounting preferred but not required.

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