Business Office Manager

Vista Senior Living Management is a dedicated branch tailored specifically for senior communities. Specializing in Assisted Living, Memory Care, and Independent Living services, Vista ensures unparalleled personalized care and 24-hour assistance for our residents, assuring a consistent and exceptional experience. Our unwavering mission is to provide an outstanding care experience rooted in genuine compassion and humble dedication to our senior’s well-being.

Willow Falls Senior Living , a well-established and a trusted provider in the senior living space, and a proud member of Vista Senior Living Management, is looking for a Business Office Manager to join our team.

Position: Business Office Manager (BOM)

Job description:

Overview:

As the Business Office Manager, you will oversee all Business Office functions under the direction of the Executive Director Corporate Business Office Director, ensuring compliance with current federal, state, and local regulations. You will play a key role in maintaining accurate financial and administrative procedures while supporting residents, families, and staff with professionalism and care. The ideal candidate will have previous BOM experience in an assisted living setting as well as a strong team player, able to communicate in a firm and professional manner and be driven to succeed.

Business Office Functions:

• Maintains basic knowledge of computer software and internet applications.
• Maintain resident and business office files.
• Assists in answering resident billing issues. Also maintains the ancillary charge worksheet weekly.
• Ensures that move-in deposits and rents are deposited promptly.
• Sends monthly delinquent notices and follows collection guidelines.
• Process resident lease renewal letters.
• Ensures that accounts payable procedures are processed timely accurately.
• Ensures that all proprietary, financial, and resident information is kept confidential.
• Monitors and records petty cash disbursements and reconcile to replenish.
• Respect and maintain confidentiality of the office, its records and restricted information.

Daily Business Office Tasks:

• Run Action Summary in PCC to capture any admissions/discharges/and any other changes. Save Summary in Month End Folder under Bus office after highlighting/and signing off on.
• Update running Rent Roll to reflect any changes.
• New Admissions- work with Admission Director, to ensure the contract is signed and correct rate is entered; complete each AR tab in PCC.
• Enter all authorization information in PCC. Upload a copy of the authorization in PCC with a beginning and end date noted in AR Bill set up.
• Clear AR Dashboard.
• Clear voicemails and return all phone calls. Document in PCC customer service calls and follow-up action to be taken.
• Deposit any amount received over $500. Update your Cash Tracker, located in Business Office Folder on shared point, with the PCC Batch you are entering, and save copies of the deposit labeled per Eden policy.

Routine Business Office Tasks:

• Review Aging report, track payments not received. Private payments not received by the 5th of the month require an initial collection call; document call and information gathered in PCC. Inform LNHA immediately of all late payments.
• Meet weekly for review of unpaid balances and missing authorizations. Develop plan for collection of balances. Balances not paid within 30 days must be reported to the Regional Director of AL Operations and Director of Revenue.
• Meet monthly to confirm the correct Level of Care charges and any changes to POA contact information. This can be completed utilizing the rent roll and resident profile information in PCC.
• Ensure a verification sheet, signed by LNHA is maintained in the trust petty cash box. Ensure the cash reconciles with the amount indicated in PCC. In addition, keep trust balanced in PCC throughout the month.

Month End Tasks:

• Work with the AR Team to prepare community for close.
• Follow up to make sure all claims are paid. Billing occurs on the 1st business day of the month.
• Prepare and mail private pay statements between the 24-27th of each month. Verify statements are sent to correct POA, family member or directly to the resident.

Requirements:

• Illinois Assisted Living experience as a Business Office Manager (BOM)
• Must be proficient in Point-Click Care (PCC).
• Good at multitasking and working as part of a team.
• Must be a self-motivated professional capable of effectively managing the daily demands and pressures of a fast-paced Business Office Manager role.

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