Business Office/ HR Manager- Long Term Care - Long Term Healthcare Facility

Business Office Manager

Position Purpose

Leads, guides and directs the financial operations of the healthcare facility in accordance with generally accepted accounting principles; local, state and federal regulations, standards and established facility policies and procedures to achieve facility financial goals. 

Required Qualifications

v  Bachelor’s degree in Accounting, Business Administration or related field preferred.

v  Must have at least three (3) years of experience in a billing or supervisory capacity in the business office of a hospital, nursing home, or other related health care facility.

v  Knowledgeable of skilled nursing home regulations, procedures, laws, regulations and guidelines pertaining to long-term care.

Major Duties and Responsibilities

Plans, develops, organizes, implements, evaluates and directs the overall financial operation of the facility as well as its programs and activities, in accordance with generally accepted accounting principles and current state and federal laws/regulations.

Reports the facility’s financial performance at least monthly, and more frequently as needed, to the Administrator and the Board of Managers, Directors, and/or governing body as directed.

Identifies, in conjunction with the Administrator and selected department heads, the facility’s key performance financial indicators.  Establishes an ongoing system to monitor these key indicators.  These key performance indicators promote the fiscal health of the facility.  

Evaluates key performance indicator outcomes with department heads to determine the need for action from leadership and/or management such as re-education or revisions related to the facility’s financial outcomes.

Develops and implements processes and systems in the Business Office to manage billing, collections (A/R), accounts payable (A/P), patient trust, liability notices, general ledger functions, business/payroll taxes, purchase orders, cash flow and all necessary business transactions using generally accepted accounting principles.

Ensures the Business Office procedures comply with regulatory requirements related to bed-hold notice requirements.

Develops and implements payroll accounting processes, including special accounting functions required by any employee benefit or retirement plans, insurance accounting required by the federal Family and Medical Leave Act, etc.

Produces monthly facility income statement. 

Prepares financial records and cost reports for submission to authorized government agencies as required by current regulations.

Utilizes and is proficient in various excel, word, adobe, and other electronic reporting formats.

Maintains schedules for capital expenses and fixed asset depreciation.

Reviews and interprets monthly financial statements and provides relevant information to the Administrator and Board of Directors, Managers, or governing body.

Makes written and oral reports/recommendations routinely and as requested.

Ensures monthly billing is completed timely using facility A/R software. 

Ensures facility’s billing checks and balances are followed by all team members as required by facility policy including but not limited to the balancing of the daily census, Medicare triple check prior to billing, etc.

Maintains working knowledge of all aspects of facility’s financial software program.

Develops and monitors accounts receivables.  Reports delinquent accounts and solutions to overcome obstacles to the Administrator.

Develops and maintains written policies and procedures that govern the accounting functions of the facility.

Maintains a working knowledge of the state long term care Medicaid insurance program, Medicare Part A, B and C insurance program, and private long term care insurance programs.

Ensures pre-admission financial evaluations regarding the identification of a payer source is coordinated with the Admissions Office as part of the pre-admissions process.

Leads and coordinates daily, weekly, bi-monthly or monthly financial meetings to monitor budget compliance with facility department heads.  Implements corrective action when necessary.

Leads budget development with department heads bi-annually.

Completes and analyzes facility monthly financial reports.  Makes recommendations and financial projection reports to the Administrator regarding facility performance and stated objectives.

Projects and develops yearly facility budgets with the Administrator.  May be expected to report projected budgets with the Administrator to the Board of Directors 

Develops and maintains positive relationships with residents, employees, and family members.

Promotes and establishes effective communication and customer service to achieve facility goals and customer satisfaction.

Supervises all Business Office personnel and their work functions.

Evaluates work performance of Business Office personnel in concert with Human Resources for expected performance outcomes.

Ensures the admissions staff’s behavior is aligned with facility financial goals.  Addresses behaviors of Business Office personnel when incongruent with facility goals.

Facilitates, serves, attends or participates in various committees of the facility as necessary.

Understands, continues to learn, and teaches others about new CMS program initiatives affecting the facility’s fiscal health such as value based purchasing programs like SNF-VBP, SNF-QRP, Quality Measures, and Payroll Based Journal reporting, etc. 

Participates in QAPI or facility assessment activities as needed, such as carrying out duties assigned as part of a performance improvement committee.

Identifies and collaborates with members of the interdisciplinary team, consultants, and others when needed to identify opportunities for enhanced financial services to the residents and/or resolve issues.

Recruits talented, qualified individuals in conjunction with Human Resources to fill department positions as a key factor in building and maintaining a strong and capable Business Office team.

Promotes teamwork, mutual respect, and effective communication.  Promotes positivity and active daily problem solving.  

Reads and stays informed regarding developments in the skilled nursing sector and associated support services, regulatory, business practices and other entities potentially influencing the facility’s fiscal health.

Reviews and develops a plan of correction for accounting deficiencies noted during survey inspections and provide a written copy of such plan to the Administrator.

Promotes and encourages an environment of trust within the Business Office as well as with department heads and all facility employees.

Promotes safe work practices, safety rules, and accident prevention procedures to prevent employee injury and illness.

HR Manager Manager

Position Purpose

Leads, directs, plans and coordinates policies and activities of the human resources department in accordance with applicable federal, state, and local standards and regulations, and as directed by the Administrator.

Required Qualifications

v  A Bachelor’s Degree in Human Resources, Business Administration or related field, from an accredited college or university is preferred.

v  Must have, as a minimum, three (3) years of experience with demonstrated success in human resource management.

v  Knowledgeable of the laws, regulations, and guidelines concerning personnel administration in post-acute care settings.

Major Duties and Responsibilities

Assists in planning, developing, organizing, implementing, evaluating and directing the HR department.

Maintains written job descriptions and performance evaluations for each staff position in accordance with applicable laws.

Reviews all requests for new or replacement personnel, fills requests as approved, and arranges interviews, appointments, etc.

Checks applications and references for prospective employees and arranges for interviews as required or directed.

Maintains job applications for personnel eligible to work in the facility.

Maintains confidentiality of all pertinent employee information in accordance with the Privacy Act, as well as the facility’s established policies governing the release of information.

Verifies the employee’s right to work in this country in accordance with current laws, regulations and guidelines, obtains the appropriate documentation and is filed in the employee’s personnel record.

Maintains an adequate personnel record filing system that meets the needs of the facility and complies with current employment practices.

Ensures compliance with current federal and state employment regulations regarding wages, overtime, work hours, workman’s compensations, etc.

Ensures compliance with hiring/discharge policies and procedures.

Orients new personnel to the facility and explain personnel policies, procedures, payroll procedures, grievance procedures, etc. as established in the facility’s operational policies and procedures.

Keeps department directors informed of changes in personnel matters accordingly.

Makes written and oral reports/recommendations to the Administrator concerning personnel needs, problems areas, etc., as deemed necessary or appropriate.

Performs administrative requirements such as completing necessary forms, reports, etc. and submitting them to the Administrator as required.

Conducts employee background checks in accordance with facility policy.

Protects resident health information and reports any suspected or known violations of such information to the Administrator.

Reports any unauthorized attempts to access the facility’s information systems.

Develops and implements a facility plan for the recruitment, selection, and training of competent personnel.

Hires personnel in accordance with the facility’s established hiring practices.

Arranges for any pre-employment testing, physicals, etc. in accordance with facility policies.

Processes all new hire personnel information and any change of status data, payroll change, etc.

Ensures that nurse aide data are verified or submitted to the Nurse Aide Registry on a timely basis.

Assists with scheduling work hours, personnel, work assignments, vacation schedules, etc., as required or requested.

Maintains attendance records and records of counseling, warning, and other disciplinary action taken against employees.

Terminates employees when necessary, ensuring documentation and coordination of such actions with the Department Director and Administrator.

Conducts exit interviews and ensures information is placed in the employee’s personnel records.

Reports any known or suspected fraud to the Administrator.

Maintains professional status by attending workshops, seminars, etc. to keep up to date with current changes in personnel matters.

Creates and maintains an atmosphere of positive emphasis, warmth, personal interest and calm environment throughout the facility.

Follows established safety regulations including fire protection/prevention, infection control, smoking, etc., and assists personnel, residents and visitors to do the same.

Assists and prepares the HR department’s annual budget in conjunction with the Administrator for approval.

Promotes teamwork, mutual respect, and effective communication.

Participates in the facility’s plan of correction response to an inspection survey and implements any follow-up as designated by the Administrator or Director of Nursing.  

Promotes safe work practices, safety rules, and accident prevention procedures to prevent employee injury and illness.