Healthcare Business Operations Manager

2 weeks ago

Chicago, Illinois, United States Alden Lakeland Post-Acute Rehabilitation & Health Care Full time

Position Title: Business Office Manager

Reports To: Administrator

I. JOB SUMMARY

The Business Office Manager is responsible for the strategic planning, organization, and operation of the Business Office in compliance with applicable Federal, State, and local regulations, as well as facility policies.

This role encompasses the management of human resources systems and processes, including but not limited to:

  • Staff onboarding and payroll management
  • Coordination of staff scheduling software
  • Management of employee benefits, including health, dental, and life insurance
  • Processing of Workman's Compensation claims

The position also involves overseeing reception operations and personnel, ensuring efficient patient/resident financial services management, which includes:

  • Trust fund oversight
  • Accounts receivable management
  • Collection efforts

II. QUALIFICATIONS

A. A Bachelor's Degree in a related field is preferred, or relevant coursework in human resources, business management, communication, administration, or public relations.

B. A minimum of three years of experience in a healthcare-related role is preferred.

C. Proficiency in reading, writing, and speaking English is essential for effective communication.

D. Strong computer skills, particularly in Microsoft Office, are required to manage and guide others in essential software programs.

E. The ability to interact tactfully and effectively with residents, families, staff, support agencies, and the public is crucial.

F. Independent decision-making skills that prioritize the best interests of patients/residents and staff are necessary.

G. Confidentiality and discretion in handling sensitive information are mandatory.

H. Qualities such as empathy, compassion, understanding, enthusiasm, and humor are essential for effective interactions with patients, residents, families, and staff.

I. Emotional intelligence to manage personal and others' emotional needs is important.

III. PHYSICAL REQUIREMENTS

A. Ability to move throughout the workday.

B. Capacity to handle the mental and emotional demands of the role.

C. Adequate vision and hearing, or use of prosthetics, to perform job functions effectively.

D. Good general health and emotional stability are required.

E. Ability to work with ill, disabled, elderly, and emotionally distressed individuals.

F. Proficiency in operating office and business machinery.

G. Capability to occasionally lift and move supplies and equipment.

H. Independence, flexibility, integrity, and effective collaboration with residents, families, staff, and support agencies are essential.

I. Potential exposure to infectious materials and conditions is a consideration.

IV. ESSENTIAL FUNCTIONS

A. Human Resources

1. Assist department managers with the recruitment process, including screening, interviewing, and reference checks.

2. Ensure necessary background checks and drug screenings are completed prior to hiring.

3. Verify compliance with OIG Fraud Exclusion and sex offender registries.

4. Maintain accurate employment history for current and former employees.

5. Oversee the onboarding process for new hires, including time clock enrollment and software access.

6. Organize and maintain confidential employee files, ensuring compliance with professional licensing and certification requirements.

7. Process payroll edits and submit documentation to the payroll specialist.

8. Coordinate performance reviews and competencies with department managers.

9. Ensure compliance with staffing schedules and provide ongoing education on scheduling software.

10. Audit staffing hours and report to the Administrator to meet regulatory requirements.

11. Act as the benefits coordinator for health, dental, and life insurance enrollments.

12. Ensure compliance with dress code and uniform policies.

13. Order employee supplies as needed.

14. Process Workman's Compensation claims promptly.

15. Maintain OSHA logs as required.

16. Handle unemployment claims as necessary.

B. Reception

1. Recruit and onboard reception staff, ensuring proper training.

2. Create staffing schedules to optimize workflow and minimize overtime.

3. Monitor the reception area for compliance with dress code and task completion.

4. Manage office equipment and supplies within budget.

5. Conduct performance reviews for reception staff.

C. Resident Financial Services

1. Safeguard and manage residents' personal funds, ensuring accurate accounting.

2. Complete necessary admission documentation for resident files.

3. Process accounts receivable in accordance with established procedures.

4. Engage in collection efforts for overdue balances.

5. Assist with Medicaid application processes as needed.

6. Complete agency reports as required.

D. Participate in the development and implementation of quality improvement programs.

E. Perform additional duties as assigned by the Administrator.

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