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Business Office Liaison

POSITION:                           Business Office Liaison

DEPARTMENT:                  Administration

REPORTS TO:                      Executive Director

POSITION SUMMARY: The Center BOL advocates the Center’s Core Belief- Our Employees are the vital link between Healthcare and our patients and residents at the service center.  The Center BOL works collaboratively with the Executive Director, Director of Nursing, Department Heads and Regional team to develop a work environment that positions the employee of choice and endeavors to create a work culture committed to the Mission, Vision, Core Beliefs and Values of the organization.  Success is measured in terms of employee satisfaction, development, retention, and achievement of the company established excellence goals and key performance indicators as reflected. The Center BOL enforces policies and procedures and pay practices. 

 

Responsibilities/Accountabilities:

  • Demonstrates the highest level of integrity and confidentiality.Maintains personal employee information including but not limited to medical, pay demographic, discipline, accommodation request, family matters, in the strictest confidence.Protects company confidential information.
  • Manage the reception team, ensuring coverage of the reception desk during all business hours.
  • Will be responsible for covering reception during the morning and early afternoon hours every week day.
  • Maintains current working knowledge of company policies and procedures, pay practices, employee benefits, employment laws, FMLA, LOA and WC and communicates regularly with employees to promote understanding and utilization.Reports WC and follow ups.
  • Coordinates center Applicant flow processes from sourcing through selection with management team, open position communication and advertisement.
  • Administers the benefits and compensation program at the center.Ensures all information is collected and processed according to deadlines.
  • Creates and maintain personnel files as well as center employee related files/records including benefits I’9 forms, licensure/certification, OSHA, and Worker’s compensation.
  • Establishes and monitors Performance Evaluation schedule (including 90 day and annual reviews for all employees.Counsels managers and supervisors proactively in effective performance management techniques to improve employee retention and productivity.
  • Process all new hire information, maintains I9’s, EI9’s, Registry checks, CORI’s and all paperwork associated with new hires.
  • Payroll, process Bi-weekly payroll for center with accuracy.
  • Customer Service, ensures the highest quality of service in an attentive and responsible atmosphere. Manages difficult or emotional situations. Ability to positively interact with personnel, customers, family members, visitors, government agencies/personnel and the general public.
  • Understands business implications of decisions and the relationship between work performed and clinical, financial and operations results.
  • Supports corporate change initiatives/projects at the center level.Participates in delivery of training programs.
  • Participates in Center Manager on Duty program based on center protocol.
  • Performs other duties as required.

 

Mail/Accounts Payable

  • All accounts payable invoices that come to the facility must be given to the department head and the ED to review and sign off before being sent in a timely manner to the corporate office so that the bills can be paid on time.
  • It is the responsibility of the business office liaison to follow up with the department heads and ED and make sure to get the signed invoices back.
  • All Mass Health correspondence should be scanned and emailed to the corporate office as soon as it arrives.
  • The hard copies should be kept in each individual resident’s financial file so that the business office liaison will have access to them and be able to work as a team with the billers to ensure that everything is in order.
  • For all other mail a determination should be made about whether that mail should be sent to the corporate office or remain in the facility.
  • Once the mail is sorted and a determination has been made that the mail should be sent to the corporate office it should be forwarded in an organized and timely fashion. In most cases scanning and emailing will work just fine as long as it is not something that needs to be an original.

Family Liaison & Medicaid/Payer Source

  1. Arrange a meeting with the family following admission to complete the contract and clarify what insurance will cover. 
  • Medicare Benefit period and that there will be coinsurance after day 21. 
  • Notification that coverage will be determined based on level of care, even if benefits are not exhausted.
  • Insurance deductibles, copays and any other out of pocket expenses that they will be responsible for.
  • Explain the option of Mass Health to all upon admission. Verify if they have assets or property that will make them ineligible.  (This ensures that we don’t run into issues later on when ST/LT status is determined or after an application is filed)
  • Verify monthly income (patient paid amount) and offer the option of enrolling in direct deposit.

2.    Serve as a direct contact for the families to help them with Mass Health applications.  Explain the initial process, give them the forms and review the list of documents required.  (The corporate office would call to assist after this and follow up with the case worker.) The liaison would also submit the application and keep track of the residents coming off Medicare/Insurance.

3.     Complete forms requiring physician signatures ex. Rep payee applications, SC-1s.  

 

Bank Deposits Operating:

  • Make copies of all checks that come into the facility (Operating/PNA).
  • Deposits will be made using a remote deposit scanner.
  • Deposits should be made on a daily basis.
  • There are 2 deposit accounts on the remote scanner
    • Government Account (Medicare & Medicaid deposits)
    • Private Account (all other deposits; HMOs, insurances, private pay, etc.)
  • Resident Funds should not be deposited using the remote scanner they must be deposited at TD Bank into the Resident Trust Fund Account using the provided deposit slips.
  • If the deposit is from Medicare/Medicaid (which will only be in the beginning, because it will eventually be an EFT) it should be made as an individual deposit and it should be deposited into the Government Account.
  • If the deposit is money from an HMO make sure to include the remittance advice in the scan of the deposit so that we can see who/what the check was for.
  • Once the deposit is done the copies of the checks along with the deposit slip/printout should be scanned and emailed to the central business office. This should be done as soon as possible after the deposit is made so that we can post it to our system in a timely fashion.

 

PNA Funds Management and Banking

  • To manage the resident funds (PNA) we use Resident Fund Management Service (RFMS)there will be access in the facility for the liaison to sign into RFMS and see the current balance of each resident’s PNA funds as well as to print out statements for the residents upon request.
  • PNA deposits will either come via mail to the facility, be brought in by a resident/responsible party, or via direct deposit.
  • PNA Deposits will follow the same steps as the Operating Deposits above except that they will be made in person at TD bank.
  • Once the deposits are sent to the corporate office they will be posted in RFMS and you will be able to see the updated balances.
  • In the facility there will be a PNA petty cash box with a set balance and the liaison will make times available for when the patients will be able to come and take out money.
  • The liaison should make sure that the residents are aware of these times and that they understand the process of how they can take out money. The times for banking should be posted in a place that can be easily seen by the residents.
  • The liaison must check the resident’s balance before making a disbursement to ensure that the resident has funds available.
  • The liaison will keep track and reconcile all of the withdrawals and submit them to the corporate office on a weekly basis. Withdrawals will be posted to RFMS at the corporate office based on the information provided to us by the liaison.
  • Once the withdrawals are posted in RFMS the liaison will be able to see the updated balances.
  • The corporate office will then cut a check to petty cash which the liaison will cash and be able to replenish the petty cash box.
  • In the event that a resident wants to withdraw funds in excess of the funds available in the petty cash box a timely request should be emailed to the accounts payable department and a check will be sent immediately, overnight if necessary.

 

Specific Educational/vocation requirements:

  • 2-4 years previous work experience in Human Resources and Business Administration
  • Prior experience in healthcare setting preferred.
  • Experience using computer to support work activities.
  • Works flexible hours in order to meet with employees who work 24/7, ensures those working evening and night shifts stay connected.
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