JOB DESCRIPTION

JOB TITLE: Business Office Assistant

EXEMPT (Y/N):               N                                                                    

SHIFT:                               Day

DEPARTMENT:                Business Office

REPORTS TO:                  Business Office Manager

SUMMARY

The primary purpose of your job position is to perform administrative duties in an efficient manner and in accordance with established policies and procedures as directed by the Business Office Manager to ensure that a successful administrative program is maintained at all times.

ESSENTIAL RESPONSIBILITIES AND JOB FUNCTIONS

1. Follow administrative schedule, instructions, policies, and procedures as instructed by the Business Office Manager.
2. Type, file, and distribute correspondence as directed.
3. Answer telephone, make appointments, run errands, take and deliver messages.
4. Ensure that outgoing mail is ready for pick up.
5. Sort and distribute incoming mail. 
6. Receive payments on accounts and issue receipts.
7. Post daily journal and payment entries.
8. Write and receive charges according to classifications.
9. Balance daily receipts, complete necessary forms, and submit cash and balance sheets to the accounting office.
10. Post current charges to proper account ledgers and balance ledgers as required.
11. Ensure statements are prepared for non-insured accounts in accordance with the billing system.
12. Prepare accounts receivable reports and refer delinquent accounts to credit department.
13. Prepare vouchers, check invoices, and post accounts receivable as directed by Business Office Manager.
14. Maintain files on purchase orders, check invoices, paid vouchers, canceled checks, etc.
15. Prepare and mail statements to patients whose insurance cases have been rejected or on account balances after authorized coverages have been paid.
16. Submit admission information to insurance companies or government agencies and analyze bills/statements received.
17. Follow up on delinquent accounts.
18. Maintain strict confidentiality standards of protected health information housed in the business office.

EDUCATION/EXPERIENCE

To perform this job successfully, an individual must be able to fulfill each essential duty with a strong degree of professionalism.  This position requires a detail-oriented professional with excellent communication skills. The requirements listed below are representative of the knowledge, skill and/or ability required.

·      Must minimally possess a High School diploma. 

·      Business office experience in a Long-Term care setting is preferred.

·      Knowledge of insurance procedures/guidelines, contracts, etc. covering facility operations.

LANGUAGE/REASONING AND INTERPERSONAL SKILLS

·      Must possess ability to speak, read and write English effectively.

·      Must possess emotional maturity, reliability, tact, integrity, and good judgment.

·      Must possess an understanding of facility’s goals and philosophy.

·      Must possess good problem solving skills with ability to plan, organize, and execute work activities independently.

·      Must possess ability to interact effectively with team members, residents, families and visitors.

·      Must possess knowledge of accreditation and licensing standards as they apply to resident care and safety.

PHYSICAL DEMANDS/WORK ENVIRONMENT

The demands and environment described here are representative of those that must be met by an employee to successfully perform the functions of this job, Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

·            The physical demands and work environment described herein is representative of those that generally must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·            Work primarily involves standing, walking, twisting, reaching, bending/stooping, as it relates to standard office activity. 

·            Vision abilities required by this job includes good vision and depth perception, both near and far as well as ability to distinguish basic shades and colors. 

·            The noise level in the facility work environment is usually moderately quiet; however, at times, due to the nature of clients treated at this facility, occasional loud outbursts by residents may be expected.

·            The employee is required to hear within normal range and at a conversation level.

·            The employee is required to have the ability to express or exchange ideas frequently and the ability to understand communication of others with or without adaptive devices.

·            This position requires performing simple repetitive tasks regularly and performing complex or varied tasks often.

·            This position requires that employee have the ability to make generalizations, evaluations or decisions using independent judgment without immediate supervision.

·            This position requires the employee to work 8 hours per day, five days per week.  Additional hours and days may be necessary to ensure adequate operations of the facility. 

·            This position may require the use of a computer for up to 4-6 hours per day.

DISCLAIMER

The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.