Office Manager (Accounts Receivable)

Name: _____________________________________          Date of Hire: ____________

Department Assigned: _________________________         Supervisor: ______________

Shift Assignment: ____________________________          Duty Hours: _____________

Purpose of Your Job Position

The primary purpose of your job position is to direct the accounting functions of the facility in accordance with current acceptable accounting and cost reimbursement principles relating to the long-term care industry.

Delegation of Authority

As Office Manager, you are delegated the administrative authority, responsibility and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to identify the essential functions of this position.  However it 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 note exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

• Plan, develop, organize, implement, evaluate and direct the facility’s accounting functions under the supervision of the Administrator.
• Review the facility’s accounting policies and procedures periodically, at least annually, and make recommendations to the Administrator.
• Interpret the facility’s accounting policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary.
• Assist department directors in the development and use of accounting policies and procedures, and establish a rapport in and between departments so that each can realize the importance of accurate reporting procedures.
• Develop and maintain written job descriptions and performance evaluations for accounting personnel in accordance with the Americans with Disabilities Act, OSHA, and other pertinent laws and regulations.
• Supervise and train personnel involved in accounting, payroll, accounts payable, accounts receivable, resident funds, etc.
• Monitor internal controls to assure compliance with established procedures.
• Represent the facility at and participate in top level meetings as required.
• Schedule and participate in departmental meetings.
• Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.
• Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility.
• Assist in standardizing the methods in which work will be accomplished.
• Establish and maintain a system of financial recordkeeping to include ledgers, recording payments, writing receipts, posting cash journals, prepare and make bank deposits, etc.
• Establish and maintain a system of accounts payable, to include invoicing, purchase orders, pay vouchers, check register, ledgers, etc., as necessary.
• Maintain the general ledger to include the preparation of journal entries, coding of invoices, accounts analysis and reconciliation, closing books, setting up new accounts, etc., as necessary or instructed.
• Monitor and collect accounts receivables.  Report delinquent accounts to the Administrator.
• Assist in preparing monthly financial statements to include preparing monthly balance sheet, income and expense reports, etc., as required.
• Review and interpret monthly financial statements and provide such information to the Administrator and/or the Director of Finance.
• Review entries to the general and statistical ledgers, to assure accuracy and compliance with established accounting procedures.
• Prepare financial and statistical reports as required.
• Perform functions of computer/data processor as necessary.
• Develop and utilize computer reports and output as required.
• Ensure that resident admission contracts are signed and appropriately filed.
• Maintain payroll to include maintenance of employee records, processing time cards, paychecks, computation of federal and state payroll taxes, miscellaneous deductions, etc.
• Review and develop a plan of correction for accounting deficiencies noted during survey inspections and provide a written copy of such plan to the Administrator.
• Review complaints and grievances and make written reports of action taken.
• Make written and oral reports/recommendations to the Administrator concerning accounting functions.
• Keep abreast of economic conditions/situations and make adjustments as necessary to assure the continued ability to provide quality care.
• Assist in the planning and implementation of changes in the accounting system.
• Assume the administrative authority, responsibility, and accountability of directing the accounting functions and programs.
• Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties.

Committee Functions

• Serve on the Budget Committee of the facility.  Provide written/oral reports of such committee meetings to the Administrator as directed or as may become necessary.
• Evaluate and implement recommendations from the facility’s Budget Committee.
• Conduct departmental performance evaluations in accordance with established policies and procedures.

Personnel Functions

• Assist in the recruitment and selection of competent accounting personnel, consultants, and other auxiliary personnel.
• Review and check competence of work force and make necessary adjustments/corrections as required or that may become necessary.
• Terminate employment of personnel when necessary, documenting and coordinating such actions with the Administrator and/or the Personnel Director.
• Conduct departmental performance evaluations in accordance with established policies and procedures.

Staff Development

• Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
• Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard.

Safety and Sanitation

• Follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
• Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
• Report missing/illegible labels and MDSs to the safety officer or other designated person.

Equipment and Supply Functions

• Ensure that an adequate supply of accounting supplies and equipment are on hand to meet the day-to-day operational needs of the facility.
• Request repairs for office equipment as necessary.

Budget and Planning Functions

• Prepare an annual operating budget for approval by the Administrator and allocate the resources to carry out programs and activities of the facility.
• Assist in preparing the annual operating budget, cost reports, tax returns, capital expenditures, etc., as necessary or directed.
• Assist department directors in the review and planning of their department’s budget.

Resident Rights

• Maintain confidentiality of all resident information.
• Knock before entering a resident’s room.
• Ensure that the resident’s rights to fair and equitable treatment, self determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.
• Develop accounting practices to ensure that resident funds are maintained in accordance with current federal and state regulations and guidelines.
• Provide each resident with a quarterly accounting of his/her funds managed by the facility.

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 and on weekends and holidays when necessary.
• Is subject to call-back 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 work day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the 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 supervisors.

Educational Requirements

Bachelor’s Degree in Business Administration with a major in accounting and three (3) years experience in hospital financial administration, or any combination of experience, education, or training which would provide the knowledge required by this position.  A CPA is preferred but not required.

Experience

Must have, as a minimum, _________ year(s) experience in health care financial administration.

Specific Requirements

• Must be able to read, write, speak and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• Must have advanced training in hospital or long-term care administration.
• Must be knowledgeable of accounting principles, laws, regulations, and guidelines pertaining to long-term care administration.
• Must possess the ability to work harmoniously with and supervise other personnel.
• Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing sound accounting techniques.
• Must be thoroughly familiar with the laws, regulations, and guidelines governing personnel administration.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff and visitors based on whatever maturity level at which they are currently functioning.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing accounting practices.
• Must be knowledgeable of micro-computers, data entry, output, system applications, etc.
• Must be knowledgeable of principles of governmental accounting, including budgeting, cost reporting, taxation, etc.
• Must possess the ability to examine and verify financial documents and reports.
• Must be knowledgeable in auditing principles and practices.
• Must not pose a direct threat to the health or safety of other individuals in the work place.

Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the work day.
• Must be able to speak and write the English language 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 function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.
• Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
• Requires repetitive hand motion.  Minimal lifting and carrying requirements.
• May be necessary to assist in the evacuation of residents during emergency situations.

Acknowledgment

I have read this job description and fully understand the requirements set forth therein. I hereby accept the position of Office Manager and agree to perform the identified essential functions 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 expose to blood, body fluids, infectious diseases, air contaminants (including tobacco smoke), and hazardous chemicals and that the facility will provide to me instructions on how to prevent and control such exposures. I further understand that I may also be expose to the Hepatitis B Virus and that the facility will make available to me, free of charge, the Hepatitis B vaccination.

I understand that my employment is at-will, and thereby understand that my employment may be terminated at-will either by the facility or myself, and such termination can be made with or without notice.

__________________________        ________________________________________

Date                                                    Signature—Office Manager

__________________________        ________________________________________

Date                                                    Signature—Administrator