SUMMARY: The Business Office Manager is responsible for the day-to-day accounting functions of the facility in accordance with current acceptable accounting and cost reimbursement principles relation to nursing facility operations and as may be directed by the Administrator. ESSENTIAL FUNCITIONS: NOTE: Laguna Rainbow Corporation may unilaterally change the requirements of this job description at any […]
SUMMARY: The Business Office Manager is responsible for the day-to-day accounting functions of the facility in accordance with current acceptable accounting and cost reimbursement principles relation to nursing facility operations and as may be directed by the Administrator.
ESSENTIAL FUNCITIONS: NOTE: Laguna Rainbow Corporation may unilaterally change the requirements of this job description at any time. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. These include, but are not limited to, the following:
Administrative Functions:
Implement the day-to-day functions of the accounting department and perform accounting and cost reimbursement tasks.
Direct and oversee Department staff as directed.
Implement written policies and procedures that govern the accounting functions of the facility.
With assistance from the management company, utilize an adequate accounting system that reflects the operating cost of the facility.
Assist in standardizing the methods in which work will be accomplished.
Maintain an open packing slip and purchase order file as directed.
Match invoices to packing slips and purchase orders as directed.
Process and verify payment of invoices on a timely basis as directed.
Verify invoices received for quantity, unit price, extensions and discounts as directed.
With assistance from the management company, make written reports to the Accountant/Director of Finance/Administrator on invoices received that do not match purchase orders.
Forward invoices to appropriate department personnel for approval for payment as assigned.
Code invoices with appropriate chart of account number to assure that expenses are distributed to the correct expense account as assigned.
With assistance from management company, verify voucher reports, remittance advices, checks and journals for the accuracy of each report as assigned.
Attach original invoice to duplicate copy/canceled check for permanent record as assigned.
Communicate with supplier/vendors concerning errors or questions on invoices.
With assistance from management company, prepare monthly totals of open invoices, accounts payable, cash disbursements, etc., as may be assigned.
Balances all petty cash boxes at least monthly.
With assistance from management company, record payments received to appropriate cash receipts journal as assigned.
Post payments received to appropriate resident account as assigned.
Process and post daily charge slip to resident accounts as assigned.
Verify accuracy of daily deposit ticket with cash receipts journal.
Maintain a file of copies of all charge slips, debits, credits, etc., issued to each resident as assigned.
Monitor and collect accounts receivable. Report delinquent accounts to the Accountant/Director of Finance/Administrator as assigned.
Assist in balancing accounts receivable by running tapes, verifying computer printouts, etc.
With assistance from management company, assist in preparing monthly financial statements to include preparing monthly balance sheet, income, and expense reports, etc., as required.
Prepare and mail statements as assigned.
Assist in reconciling bank statements as directed.
Assist in preparing trial balances as directed.
With assistance from management company, assist in preparing financial and statistical reports as directed.
Perform functions of computer/data processor, as necessary.
Develop and utilize computer reports and output.
Ensure that resident admission contracts are signed and appropriately filed as assigned.
Follow established resident fund accounting procedures. Provide each resident with a quarterly accounting of his/her funds managed by the facility as assigned.
Assist in the planning and implementation of changes in our accounting system as necessary or directed.
Perform secretarial functions as necessary or directed.
Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.
Agree not to disclose resident’s protected health information and promptly report suspected or known violations of such disclosure to the Administrator.
Report any known or suspected unauthorized attempt to access facility’s information system.
Personnel Functions:
Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.
Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screensaver activates within established facility policy guidelines.
Direct and monitor performance of departmental staff and hold accountable.
Comply with weekly angel rounds. Angel rounds documents are to be submitted to the Administrator no later than the close of business on Fridays.
Email is to be checked daily throughout the day and respond to email on a timely basis.
The Director is to attend all Mandatory meetings, with no exceptions (unless approved by the Administrator)!! Morning Stand-up is a MUST!!
Submit department QAPI data in a timely manner.
Staff Development:
Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
Attend and participate in mandatory in-service training programs as scheduled (e.g. OSHA, TB, HIPAA, Abuse Prevention)
Complete annual evaluations for departmental staff timely and as appropriate.
Ensure that departmental staff are properly trained.
Safety and Sanitation:
Follow established safety regulations, including fire.
protection/prevention, smoking regulations, infection control, etc.
Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
Identifies safety hazards and emergency situations, reporting them through the appropriate channels.
Equipment and Supply Functions:
Ensure that an adequate supply of accounting supplies and equipment are on hand to meet the day-to-day operational needs of the facility.
Report equipment and office supply needs to the accountant or staff as assigned.
Request repairs for office equipment, as necessary.
Budget and Planning Functions:
With assistance from management company, assist in preparing budget and financial information as directed.
Resident Rights:
Maintain the confidentiality of all resident care information.
including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.
Knock before entering a resident’s room.
Ensure that the resident’s rights to fair and equitable treatment,
self-determination, individuality, privacy, property, and civil rights, including the right to wage complaints, are well established and maintained at all times.
Report all allegations of resident abuse and/or misappropriation of resident property to Administrator Immediately.
Perform additional duties as assigned.
REQUIRED QUALIFICATIONS (includes education, skills, and experience): The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High school diploma or its equivalent.
Must have, as a minimum, three (3) years’ experience in bookkeeping or accounting practices preferred.
Experience in health care accounting preferred but not required.
Must possess the ability to examine and verify financial documents and reports.
Must be able to prepare financial and other records in a systematic, neat, and legible manner.
Two (2) years of supervisory experience.
Ability to read, write, speak, and understand the English language.
Intermediate to advanced skill level in Microsoft Office or similar software applications.
Ability to use office equipment such as computers, phones, photocopiers, filing cabinets and fax/scan machines.
Must be able to type 45 words per minute and use a 10-key calculator.
The ability to make independent decisions when circumstances warrant such action.
Excellent verbal and written communication skills.
Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload.
Requires well-developed social skills the ability to interact tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Ability to maintain a productive working relationship with the medical profession and other health related facilities and organizations.
The ability to create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
Leadership skills and ability and willingness to work harmoniously with and supervise other personnel.
Must be able to act with patience, tact, cheerful disposition, and enthusiasm, as well as be willing to assist residents based on whatever maturity level at which they are currently functioning.
Willingness and ability to seek out new methods and principles and be willing to incorporate them into existing activity services.
Possession of excellent communication skills and ability to convey information concerning a resident’s condition.
Must have a good driving record, valid, driver’s license, vehicle insurance and a reliable vehicle.
WORKING CONDITIONS AND PHYSICAL EFFORT: The physical demands described here are representative of those that 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.
Will have some repetitive hand and arm motions and prolonged periods of sitting and/or standing.
While performing the duties of this job the employee is regularly required to stand; walk; talk, listen, reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
This position requires frequent manual dexterity in combination with eye/hand coordination such as keyboarding and handling of equipment.
Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.
Tasks assigned to this position may involve potential and/or direct exposure to blood, body fluids, infectious diseases, air contaminants and hazardous chemicals.
The noise level in the work environment is usually low to moderate.
BACKGROUND INVESTIGATION REQUIREMENTS:
Laguna Rainbow Corporation has a strict policy for background investigation processes. Every position is reviewed and screened. This includes Onsite pre-employment drug screening, criminal background check (includes fingerprint) and license verification.
Type of Background Check
Required
Pre-Employment Drug Screening
X
Background Investigation through Department of Health “DOH” – Fingerprint Verification (Criminal Check, Abuse and Neglect Check, Sex Offender Check, Civil Court Check and Tribal Criminal Check)
