POSITION TITLE: Business Office Manager
Reports to: Chief Financial Officer
Last Revised/Reviewed/ Approved by HR: 10/12/2021
The Business Office Manager is responsible for managing the Patient Financial Services (hospital and clinic) department. Responsibilities include activities of inpatient, outpatient, clinic, and emergency department cashiering, billing, and data processing. Coordinate operations with other hospital departments and Medical Staff. Interprets policies and recommends policy changes to the Chief Financial Officer.
- Leads and provides operational directives for all activities related to claims management and collections of Accounts Receivables and ensures timely, efficient cash collections to support overall financial goals of the District.
- Supervises Business Office Staff: ensures billing is done in an accurate and timely fashion, keeps current with changes in billing procedures. This also includes charge entry; payment entry, ERA posting; adjustment and refund processes; nightly posts and balancing.
- Oversees activity of Patient Account Supervisor: Ensure that proper procedures are implemented and delinquent accounts and all financial classes of the accounts receivable are aged in a timely manner. Ensure that financial assistance program is operated in accord with District policy.
- Prepares and analyzes all statistical reports to monitor trends and determine operational deficiencies and implements corrective-action plans as necessary.
- Forecasts revenue projections based on staffing, program models, billable services and payer reimbursements.
- Communicates and collaborates with individual, program managers in an effort to improve efficiencies and streamline processes for LUHD’s billing-revenue cycle.
- Routinely produces Age Trial Balances to monitor reimbursement patterns and investigate any cash-flow issues for corrective actions to assure timely collection of accounts and achievement of established department or District goals.
- Monitors unbilled account reports to determine necessary actions required to minimize number and dollar-value of accounts being held for bill production; report findings; develops, in concert with other department heads, corrective actions necessary to clear accounts held for bill release.
- Leads departmental efforts and design with patient collections
- Develops dashboards and graphs to illustrate LUHD’s productivity goals while also maintaining and updating changes to this information on a regular basis in order to help identify ideas to increase efficiencies and streamline processes within the District.
- Determines qualifications and competence of departmental personnel who provide billing services. Evaluates staff performance and annual educational requirements and provides feedback to ensure consistency.
- Assists in preparation of the annual departmental budget
- Maintains knowledge of current regulations and policies of Federal, State and private payers; keeps impacted departments informed of changes, revisions, and updates.
- Stays well-informed of the latest developments and trends in field of Patient Accounting by attending seminars/workshops and actively participating in interdisciplinary committees.
- Alerts Executive Team of any concerns or needed modifications around projected revenues.
- Submit data for state reporting requirements in a timely manner each quarter.
- Maintain charge description master as required with annual updates.
- Implement Revenue Cycle updates and address EMR issues for staff members; creating incidents with vendor when necessary; additional training of staff as needed.
- Resolves patient, physician and interdepartmental complaints.
- Responsible for training, education and distribution of information relating to regulatory changes from state and federal entities such as Medicare and Medicaid.
- Must be able to fill in on all duties in the business office as needed.
- Conducts regular staff meetings to inform staff of changes in policies and provide in-service training.
- Maintains confidentiality in all matters that include Patient Health Information and Employee Data.
- Maintains a positive attitude with other departments and physicians in order to facilitate the billing of patient accounts and smooth work flow.
- Other duties as assigned by Chief Financial Officer in order to fulfill the District’s mission
Education and License:
Bachelor’s Degree in Business Administration or other related field, preferred
(may substitute combination of education and progressive work experience)
Management/Supervisory experience, preferred
Five years medical billing experience, required
- Strong working knowledge of accounting/business principles, revenue cycle management, applicable Federal and State laws and regulations, Medicare and Medicaid rules and regulations, all aspects of third-party reimbursement policies and practices and knowledge of Current Procedural Terminology (CPT), International Classification of Diseases (ICD)-10 coding and Physician billing.
- High-level knowledge of practice management billing systems, electron health records and government payment systems.
- Must be data-driven with excellent analytical and problem solving skills along with proven ability to assess and evaluate complex financial data and manage multiple, complex tasks.
- Exceptional interpersonal, verbal and written communication skills
- High level of accuracy and attention to detail, flexibility and ability to tend to competing priorities in an effective and timely way, and prioritize effectively in a team environment.
- Ability to maintain professional boundaries with clients, community and other staff members
- Work collaboratively with clients, other District staff, team members, and treat everyone with respect and dignity at all times.
Works indoors in an air-conditioned environment.
Frequent use of computer and phone, and other standard office machines. Must be able to stand, sit, stoop, twist, kneel, reach, push, pull using proper body mechanics and move/lift varying amounts of weight to a maximum of 30 lbs.