Business Office Manager

The Business Office Assistant provides administrative and clerical support to the business office of a healthcare, long-term care, or assisted living facility. This role is responsible for assisting with financial record-keeping, billing, accounts payable, and office management tasks. The Business Office Assistant helps ensure that the office runs efficiently and that residents, staff, and families receive excellent customer service. The ideal candidate is detail-oriented, organized, and able to multitask in a busy environment.

• Administrative Support:

  • Assist in maintaining accurate and organized financial records, including resident billing, payments, and insurance claims.
  • Prepare invoices and process payments for services provided by the facility.
  • Answer phone calls, emails, and other correspondence, directing inquiries to the appropriate department or staff member.
  • Greet visitors and assist residents and family members with questions related to billing, accounts, or services.
  • Perform general office duties such as filing, scanning, copying, and data entry.

• Billing and Accounts:

  • Support the business office in preparing monthly billing statements for residents and their families.
  • Process and track payments, ensuring all accounts are up-to-date and accurate.
  • Assist in managing accounts payable and accounts receivable, including processing vendor invoices and maintaining vendor records.
  • Work with residents, families, and insurance providers to resolve billing inquiries and discrepancies.
  • Ensure timely and accurate filing of insurance claims, tracking approvals, denials, and payments.

• Record Keeping and Documentation:

  • Maintain confidential resident and financial records in compliance with facility policies and regulatory standards.
  • Assist in preparing financial reports and summaries for management.
  • Ensure that all resident billing information is accurate and up-to-date, including insurance details and payment history.

• Communication and Customer Service:

  • Provide excellent customer service to residents, families, and staff by answering questions and resolving issues related to billing, accounts, and financial matters.
  • Coordinate with other departments to ensure smooth communication and accurate financial documentation.
  • Assist residents and their families in understanding financial policies and payment options.

• Office Management:

  • Order and maintain office supplies, ensuring the business office is well-stocked and organized.
  • Assist in scheduling meetings, preparing meeting materials, and coordinating appointments as needed.
  • Maintain the office’s filing and document management systems to ensure easy access and retrieval of records.

• Education: High school diploma or equivalent required. An associate degree in Business, Accounting, or a related field is preferred.
• Experience: Previous experience in an administrative or clerical role, preferably in healthcare or long-term care settings. Experience with billing, accounts payable/receivable, and financial record-keeping is highly preferred.
• Skills:
  • Strong organizational and time-management skills.
  • Proficiency with office software such as Microsoft Office (Word, Excel, Outlook) and accounting software.
  • Excellent communication and interpersonal skills, with the ability to handle sensitive financial information discreetly.
  • Attention to detail and accuracy in handling financial transactions and record-keeping.
  • Ability to work independently and as part of a team in a fast-paced environment.

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• Health benefits including Medical, Dental & Vision
• 401k with company match
• Early Pay via Tapcheck!
• Employee Perks & Discount program
• PTO + Company Holidays + Floating Holidays
• Referral Bonus Program
• Mentorship Programs
• Internal/Upskilling Growth Opportunities
• Continued Education Loan Repayment Program powered by Clasp