Business Office Manager

Position Summary The Business Office Manager is responsible for planning, organizing, and influencing department activities and ensuring the proper maintenance of the Business Office, Utilization Review, Admissions financial collections, and patient financial records. The Business Office Manager provides administrative assistance to the Executive Director, as well, as human resources support for the Human Resources Consultant. The Business Office Manager is responsible for excellent communication and coordination with the board, management, staff, clients, and relevant stakeholders. Essential Duties and Responsibilities Responsible for maintaining operations within established budgetary parameters. Responsible for working with the bookkeeper as necessary to verify and approve vendor invoices, facility expenses (utilities; employee reimbursements), and contract employees. Responsible for oversight admissions financial processes, and supports the residential and outpatient treatment center operations. Determines work procedures and expedites workflow. Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures. Responsible for reporting monthly Operations and Quality Improvement metrics. Assures proper accounting procedures and controls are in place and followed for admissions and patient collections. Analyzes and attempts collections on a weekly basis. Assesses level of bad debt reserves, potential refunds, and reviews and recommends write-offs. Works closely with the Admissions to clearly define expected out-of-pocket expenses for families to be paid at the time of admission, or deferred payments as agreed with management. Meets families and clients at the time of admission and compassionately and effectively collects on payments due, reviews individual financial expectations, and explains company financial policies. Coordinates and communicates outstanding out-of-pocket fees remaining after client discharge to finance office and appropriately designates which fees should be turned over for collections following attempts at collection. Ensures procedures are followed to achieve an accurate and timely closing at month end. Ensures all required records (licensure, insurance, certifications) are maintained and submitted, as appropriate, in an accurate and timely manner and in compliance with company regulations. Oversees the verification of employment status of clients. Works closely with the Admissions Center to gather accurate information regarding employment status/verification of patients. Coordinates with patient's Human Resources Departments and/or EAPs to secure COBRA or other documents needed to ensure reinstatement of employment, and to secure benefits coverage throughout the course of treatment. Coordinates this information as needed with the billing vendor. Working with auditors to complete annual audits. Reviewing and negotiating vendor rates annually where applicable. Managing and prioritizing accounts receivable. Answering phone calls in a polite and professional manner, collecting callers information and directing to the appropriate individual or department. Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department. Manage ordering of the office and other supplies or collateral for the program as directed. Receive and distribute mail and packages and provide support with organizational making needs. Assists with management of the ED's calendar, including making appointments and prioritizing the most sensitive matters. Support of organizational, committee and board meetings, including scheduling, sending reminders, preparation of meeting agendas and materials, organizing catering, and taking meeting minutes when necessary. Provide support with travel arrangements and conference registrations. Serves as point person for board members, assisting with routine questions and providing documents as needed. Send out thank you letters for all donations received using designated template. Enter donations and update contacts in Salesforce. Facilitate mailing of appeal letters and invitations. Reconcile monthly donor donations with fund developer and CFO. Fulfill client records request in accordance to compliance. Run essential reporting for grants and donor relationships. Education and Experience High School diploma/GED; Bachelor's degree in related-field preferred. 3-5 years management or supervisory experience. Minimum of 2 years of experience required in insurance verification and/or insurance billing. Minimum of 2 years in a business office setting Experience in a substance use disorder treatment setting or related field preferred.

Job Type:

Full-time Pay:

$24.00 - $27.00 per hour

Benefits:

401(k) matching Dental insurance Flexible spending account Health insurance Paid time off Vision insurance

Work Location:

In person