Business Office Assistant

General Description
Under the direction of the Business Office Manager performs business office functions in
accordance with Facility policies and procedures. Demonstrates ability to identify /
respond appropriately to potential behavioral outbursts. Works overtime evenings and/or
weekends to meet departmental deadlines.
Essential Duties
1. Contributes to Facility quality assessment and improvement initiatives.
2. Reviews new resident information set up compared to Admission Fact Sheet and
copies of various payer cards (Medicare, Medicaid, Insurance, etc.).
3. Reconciles daily census records with Nurses Midnight Census Head count.
4. Reviews accuracy and completeness of Insurance Verification form and resolves
any outstanding or unanswered questions.
5. Processes state required admission / discharge paperwork per state requirements
and Facility policy.
6. Disburses Incoming Business Office Mail and processes appropriately.
7. Maintains Resident Trust Accounts.
8. Enters Ancillary Services such as barber and beauty into Accounts Receivable
software system (AHT).
9. Processes Resident Trust Fund activity including:
a. Balancing Resident Trust Fund Petty Cash and receiving appropriate
signoff as to its accuracy.
b. Handling daily disbursements from Trust Fund Petty Cash, obtaining
appropriate signatures authorizing disbursement. .
c. Preparing disbursements out of trust by obtaining and verifying
appropriate authorization before disbursing.
d. Entering disbursements out of resident trust weekly and balancing each
disbursement back to its source document.
e. Entering deposits to trust weekly and balancing back to deposit receipt.
f. Running Trust Fund Trial Balance weekly to verify money is available for
future disbursement request.
10. Maintains Business Office non-medical file keeping filing current and up-to-date.
11. Accounts Payable (if applicable):
a. Processing invoices for payment; validating appropriate authorization of
b. Verifying documented receipt of goods / services.
c. Reconciling payments to vendor statements to monitor payments are made
in accordance to the vendor's terms.
d. Submitting approved invoices and check requests to verify accurate
financial statements.
(A) 8/2012
12. Payroll / Benefit duties may include, but are not limited to:
a. Preparing Daily Labor Hours Report.
b. Preparing Weekly Overtime Report.
c. Processing Workman's Compensation claims.
d. Processing Employee Information Set-Up and Change Forms..
e. Bi-Weekly payroll processing of time cards to Bi-Weekly transmittal,
include all payroll changes communicated since last payroll.
f. Assisting with quarterly, annual reporting as needed.
Standard Requirements
1. Supports the Mission, Values and Vision of the Facility.
2. Is knowledgeable of resident rights and supports an atmosphere which allows for
the privacy, dignity and well-being of all residents in a safe, secure environment.
3. Supports, cooperates with, and implements specific procedures and programs for:
OSHA and safety, including universal precautions and safe work practices,
established fire/safety/disaster plans, risk management, and security, report and/or
correct unsafe working conditions, equipment repair and maintenance needs.
4. Adheres to:
a. Confidentiality of all data, including resident, employee and operations
b. HIPAA regulations
c. Quality Assurance requirements and compliance with regulatory
d. Compliance with current law and policy to provide a work environment
free from sexual harassment and illegal and discriminatory behavior.
e. Code of Conduct and Compliance Program when performing work
5. Supports and participates in common teamwork:
a. Cooperates and works together with all co-workers; plans and completes
job duties with minimal supervisory direction, including appropriate
b. Uses tactful, appropriate communications in sensitive and emotional
c. Follows up as appropriate with supervisor, co-workers or residents
regarding reported complaints, problems and concerns.
d. Promotes positive public relations with residents, family members and
e. Completes requirements for in-service training, acceptable attendance,
uniform and dress codes including personal hygiene, and other work
duties as assigned.
f. Participates as assigned in the orientation of new staff and demonstrates a
positive, helpful, and enthusiastic attitude.
6. Immediately reports incidents of alleged resident abuse or neglect or alleged
violations of residents' rights to Supervisor or Executive Director.
7. Maintains current practice standards or changes by participating in educational
opportunities provided by the Facility and outside resources.
(A) 8/2012
Other Duties
Perform tasks which are supportive in nature to the essential functions of the job, but
which may be altered or redesigned depending upon individual circumstances. Performs
other work duties as assigned.
Education/Training: High School Diploma or equivalent required.
Experience: One year related field experience to position preferred.
A.D.A ((Americans with Disabilities Act)(as amended)) REQUIREMENTS: Must be
able to bend, stoop, push, pull, and walk and stand for most of the working day. Requires
manual dexterity sufficient to operate standard office machines such as fax, telephone,
etc. Requires normal range of hearing and vision. Must be free from communicable
diseases that pose a "direct threat" to the health or safety of others and which cannot be
eliminated by a reasonable accommodation. Must be able to lift a minimum of 30
pounds, and be able to carry and transport supplies. Must be able to pass a post-offer, preemployment
physical health examination as a condition of employment. Must be capable
of performing the essential functions of the job, with or without reasonable
Skill(s): Must possess proficient reading, writing, grammar, and mathematics skills;
proficient interpersonal relations and communication skills; decision-making skills, basic
computer skills; and be able to operate various medical and/or office equipment. Must
demonstrate knowledge of safety techniques. Must be able to communicate in English,
both verbally and in writing, and possess sufficient communication skills to perform the
tasks required.

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