POSITION SUMMARY

The purpose the Business Office Assistant/Medical Records Assistant position is to assist in the accounting and billing functions to ensure timely and accurate collection of accounts receivable while complying with federal, state and local standards that govern the facility, and as directed by the Business Office Manager or Administrator.

The Business Office Assistant will work cooperatively with all departments. They will treat each resident with kindness, dignity and respect. They will be committed to always doing the right thing.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assisting the Business Office Manager with daily functions of the accounting department
• Completing Medi-Cal billing
• Processing invoices for payment on a timely basis
• Verify invoices received for quantity, prices and discounts
• Obtaining required authorizations for all services received
• Billing all payers timely according to the schedule provided on the monthly AR Calendar-Medicare, MediCal, Medicare Advantage, Managed MediCal, Workers Comp, Commercial payers and patients and/or patient representatives
• Timely follow up on all outstanding accounts to ensure facility goals are met in DSO, Bad Debt and collection percentages
• Protecting PHI per HIPAA guidelines
• Abiding with all facility policies and procedures including not disclosing user ID codes and passwords
• Assisting the Director of Medical Records as required
• Retrieving resident’s records (manually/electronically) and deliver if necessary
• Ensuring incomplete records are returned to appropriate department for corrections
• Managing accurate and timely requests of medical records
• Assembling, collecting and reviewing resident’s medical records as needed
• Ensuring the filing of all medical reports, doctors and nurses notes, x-ray, lab, etc.
• Pickup up and delivering medical records from nurse’s stations
• Maintaining a record of authorized information released from charts/records.
• Indexing medical records
• Keeping active and inactive medical records as warranted by company policy.
• Protecting each residents file and data with confidentially per HIPAA standards
• Abiding with all facility policies and procedures including not disclosing user ID codes and passwords

• Other tasks as assigned

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies these are the only duties you will be required to perform as directed by management. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

REQUIREMENTS

Education / Licensure

• High school diploma or GED
• Accounting and business classes a plus

Qualifications / Experience

• Minimum 1 year of experience in bookkeeping or accounting principles for skilled nursing
• Knowledgeable of Medicare and Medi-Cal procedures preferred
• Proficient and accurate with data entry and 10-key calculator
• Proficient usage of accounting software and Excel
• Must be able to read, write, speak and understand the English language

Working Conditions

• May encounter frequent interruptions
• May be involved with residents, family and government agencies
• May be necessary to assist in the evacuation of residents during emergency situations
• May be exposed to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses

Physical Requirements

• Must be able to move intermittently throughout the day
• Must be able to stand, bend and reach throughout the day
• Must be able to sit for prolonged periods of time working on a computer
• Repetitive hand motion
• Must be able to lift up to 50 lbs. on occasion
• Ability to read fine print on financial statements and invoices

*Per California state mandate, the COVID 19 vaccine is required for this position.