Corporate Traveling Business Office Manager

POSITION OVERVIEW

The Corporate Traveling Business Office Manager provides temporary coverage, operational support, training, and oversight to Business Office departments throughout the organization. This position travels to assigned facilities to cover vacancies and leaves of absence, support focus facilities, train and onboard Business Office Managers, strengthen financial processes, and ensure compliance with corporate policies and applicable regulatory requirements.

The Corporate Traveling Business Office Manager performs all essential facility-level Business Office Manager responsibilities when providing coverage and serves as a resource to facility leadership, Regional Business Office Managers, the Senior Regional Business Office Manager, and the Corporate Business Office team.

SUPERVISORY RESPONSIBILITIES

May provide temporary supervision and direction to facility receptionists, Accounts Payable staff, Business Office personnel, or other assigned employees while providing facility coverage.

TRAVEL REQUIREMENTS

Frequent travel to assigned facilities is required. Travel may include extended assignments and overnight stays based on organizational needs. The employee must maintain a valid driver’s license, an acceptable driving record, and reliable transportation.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

FACILITY COVERAGE AND OPERATIONAL SUPPORT

• Travel to assigned facilities to cover vacant Business Office Manager positions, vacations, leaves of absence, transitions, and other operational needs.

• Perform all responsibilities of the facility Business Office Manager during temporary assignments.

• Support focus facilities with accounts receivable, Medicaid applications, collections, census management, deposits, reconciliations, and other assigned priorities.

• Support regional and facility leadership during acquisitions, management transitions, staffing changes, survey preparation, and corrective-action initiatives.

• Evaluate Business Office operations and identify incomplete, inaccurate, or overdue work.

• Develop and execute action plans to bring assigned facilities into compliance with corporate standards and established deadlines.

• Assist with clearing dashboards, census discrepancies, billing holds, outstanding balances, and incomplete Business Office assignments.

• Provide timely reports to the Senior Regional Business Office Manager regarding facility performance, financial risks, training needs, outstanding concerns, and corrective actions.

• Maintain professional relationships with residents, responsible parties, facility leadership, employees, vendors, government agencies, and corporate departments.

CENSUS AND BILLING

• Verify the accuracy of the facility’s daily census and resident payer classifications, including Medicare, Medicaid, private pay, managed care, and other payer sources.

• Reconcile census information between clinical, billing, admissions, and accounting systems.

• Identify and resolve census discrepancies promptly.

• Generate and maintain complete and accurate information necessary to bill residents and third-party payers timely.

• Review claims and supporting documentation as part of the triple-check process.

• Complete billing-log reconciliation and ensure required information is submitted within established deadlines.

• Coordinate with Admissions, Nursing, Medical Records, Therapy, MDS, and corporate billing personnel to resolve billing concerns.

ACCOUNTS RECEIVABLE AND COLLECTIONS

• Manage facility-level accounts receivable activities during assigned coverage periods.

• Participate directly in the accounts receivable collection process, including pursuing delinquent accounts.

• Contact residents, family members, responsible parties, insurers, and other payer sources regarding outstanding balances.

• Establish and maintain effective communication with individuals responsible for payment of resident-care services.

• Process and document approved ACH and credit-card payments.

• Monitor aging reports and identify balances requiring immediate action or escalation.

• Maintain accurate collection notes, payment arrangements, supporting documentation, and follow-up dates.

• Escalate high-risk, disputed, or potentially uncollectible accounts to the appropriate corporate or regional leader.

• Assist facilities with reducing outstanding accounts receivable and meeting established collection goals.

MEDICAID APPLICATIONS

• Assist with the completion, submission, tracking, and follow-up of Medicaid applications.

• Verify that required financial and eligibility documentation is collected and maintained.

• Communicate with residents, responsible parties, caseworkers, and applicable agencies regarding pending applications.

• Monitor application deadlines and outstanding requests for information.

• Maintain accurate documentation of application status and follow-up activity.

• Escalate delayed, denied, or high-risk applications according to corporate procedures.

CASH RECEIPTS AND DEPOSITS

• Maintain responsibility for facility cash receipts while providing coverage.

• Prepare and complete deposits daily in accordance with corporate policies and procedures.

• Process ACH and credit-card payments accurately and securely.

• Maintain appropriate supporting documentation for all payments and deposits.

• Coordinate cash reconciliation with corporate billing personnel and other responsible departments.

• Investigate and resolve discrepancies promptly.

• Protect resident and facility funds and maintain appropriate internal controls.

RESIDENT TRUST ACCOUNTS

• Maintain accurate and complete records for resident funds held in trust by the facility.

• Process resident trust transactions in accordance with corporate policies and applicable regulatory requirements.

• Complete resident trust reconciliations accurately and timely.

• Investigate and resolve discrepancies.

• Maintain confidentiality and safeguard resident financial information and property.

ACCOUNTS PAYABLE

• Maintain facility workflows for invoice review, coding, approval, and submission.

• Ensure invoices are entered and processed accurately and within established deadlines.

• Monitor the timeliness and accuracy of invoice coding and approvals.

• Work with the Corporate Accounts Payable Department to resolve vendor and reconciliation concerns.

• Communicate professionally with vendors regarding account questions, missing documentation, and payment status.

• Ensure required supporting documentation is maintained.

MONTH-END CLOSING

Complete all month-end closing responsibilities accurately and within established deadlines, including:

• Census reconciliation.

• Cash reconciliation in coordination with corporate billing personnel.

• Claims review and triple-check participation.

• Billing-log reconciliation and completion.

• Review of invoice entry, approval, and proper coding.

• Completion of the month-end closing checklist.

• Resident trust reconciliation.

• Accounts receivable review and collection follow-up.

• Resolution or escalation of outstanding discrepancies.

• Submission of required reports and supporting documentation.

TRAINING AND ONBOARDING

• Train and onboard newly hired Business Office Managers and other assigned Business Office personnel.

• Educate staff regarding corporate policies, standard operating procedures, internal controls, documentation standards, and performance expectations.

• Provide training in daily census management, Medicaid applications, deposits, ACH and credit-card payments, accounts receivable, collections, accounts payable, resident trust accounts, triple check, billing-log reconciliation, month-end closing, dashboards, reports, and applicable financial systems.

• Evaluate the trainee’s understanding and ability to independently complete assigned responsibilities.

• Provide coaching, feedback, retraining, and follow-up support when necessary.

• Communicate onboarding progress and identified concerns to the Senior Regional Business Office Manager.

• Assist with developing and implementing standardized Business Office procedures and training materials.

COMPLIANCE, AUDITING, AND PROCESS IMPROVEMENT

• Review Business Office practices for compliance with corporate policies, payer requirements, and applicable regulations.

• Assist with internal audits, corrective-action plans, and follow-up monitoring.

• Identify financial, documentation, workflow, and compliance risks.

• Maintain the confidentiality of resident, employee, and organizational information.

• Apply performance-improvement principles, tools, and techniques to daily work.

• Collect and analyze operational information to identify opportunities for improvement.

• Recommend practical solutions to strengthen accuracy, efficiency, accountability, and service.

• Establish and maintain reporting mechanisms to measure results.

• Support facilities in implementing and sustaining corrective actions.

LEADERSHIP AND PROFESSIONAL RESPONSIBILITIES

• Establish clear expectations and promote an environment of accountability.

• Demonstrate sound judgment, initiative, flexibility, and the ability to prioritize competing responsibilities.

• Model the organization’s mission, values, policies, and professional standards.

• Build productive working relationships with facility, regional, and corporate teams.

• Treat residents, family members, employees, and business partners with dignity and respect.

• Demonstrate honesty and integrity in the management of resident and facility funds and property.

• Attend and participate in relevant facility, regional, and corporate meetings.

• Participate in required in-service education and continuing-education programs.

• Maintain knowledge of facility emergency and disaster procedures while working at an assigned location.

• Complete other duties, projects, and assignments as directed.

REQUIRED QUALIFICATIONS

• Strong organizational and time-management skills, including the ability to manage multiple priorities and deadlines.

• Strong interpersonal, written, and verbal communication skills.

• Experience with accounts receivable, collections, Medicaid applications, billing, accounts payable, cash management, resident trust accounts, and financial reconciliations.

• Ability to work independently, assess facility needs, and achieve measurable outcomes with limited onsite supervision.

• Ability to communicate effectively with executives, managers, employees, residents, responsible parties, vendors, government agencies, and members of the public.

• Proficiency with Microsoft Outlook, Word, Excel, email, internet applications, accounting systems, billing software, and other job-related technology.

• Ability to maintain confidentiality and appropriately handle sensitive financial, resident, and organizational information.

• Ability and willingness to travel frequently and remain onsite for extended assignments when required.

• Valid driver’s license, acceptable driving record, and reliable transportation.

• Ability to satisfy all applicable background-screening, health, and employment requirements.

• Must remain free from the use and effects of drugs and alcohol in the workplace.

• Individuals found guilty by a court of law of abusing, neglecting, or mistreating individuals in a healthcare-related setting are ineligible for employment in this position.

EDUCATION AND EXPERIENCE

• An associate or bachelor’s degree in accounting, finance, business administration, healthcare administration, or a related field is preferred.

• 10+ years of relevant experience may be considered in place of a degree.

• Previous Business Office Manager experience in skilled nursing, long-term care, senior living, or another healthcare setting is strongly preferred.

• Experience training, onboarding, auditing, or supporting Business Office staff across multiple locations is preferred.

LANGUAGE SKILLS

Ability to prepare reports, business correspondence, training materials, and policy and procedure documentation. Ability to present information effectively and respond professionally to questions from executives, managers, employees, residents, responsible parties, customers, vendors, and the public.

REASONING ABILITY

Ability to define and solve problems, collect and analyze information, establish facts, identify risks, and draw valid conclusions. Must be able to interpret technical instructions, financial reports, policies, procedures, and regulatory requirements while managing multiple priorities.

PHYSICAL DEMANDS

The physical demands described are representative of those required to perform the essential functions of the position. The employee is frequently required to stand, walk, sit, use a computer, reach with hands and arms, communicate, and hear.

The position may require sitting or driving for extended periods and occasionally lifting or moving objects weighing approximately 25 pounds. Specific vision requirements include close, distance, and peripheral vision.

Reasonable accommodations may be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position.

WORK ENVIRONMENT

The employee will work in corporate and healthcare-facility environments. The noise level is generally moderate. The position requires frequent travel, adaptability to different facility environments, and potential overnight stays.

The employee may encounter stressful situations involving collections, financial concerns, staffing vacancies, regulatory deadlines, or operational challenges.

JOB DESCRIPTION ACKNOWLEDGMENT

I acknowledge that I have received, reviewed, and understand this job description and the requirements of the Corporate Traveling Business Office Manager position.

I understand that this job description summarizes the primary responsibilities of the position and is not intended to contain a complete list of every duty that may be assigned. I understand that my responsibilities may be modified based on operational or organizational needs.

I understand that I am responsible for asking my supervisor or Human Resources for clarification regarding any responsibility or expectation that I do not understand. I also understand that reasonable accommodation may be available to qualified individuals with disabilities in accordance with applicable law.

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