Job description
Responsibilities
Fairfax Behavioral Health, founded in 1930, is a private, free-standing mental health hospital that specializes in psychiatric and detox treatment. We strive to meet and respond to the needs of our community by offering a continuum of care and evidenced-based programs at multiple locations within our region. We have behavioral health facilities and services located in Kirkland, Everett and Monroe, Washington. Mental and behavioral health challenges are a growing concern within our communities. Whether it is ourselves or a loved one, we will all likely be affected by behavioral health and mental disorders or illness. This drives our passion for providing evidenced-based outpatient and inpatient psychiatric treatment programs with successful outcomes.
COVID-19 Vaccination requirement:
POSITION SUMMARY
The Business Office Manager (BOM) is responsible for assisting in providing leadership and day to day supervision for the Business Office and Accounts Receivable Management services of the hospital and related services. This responsibility includes managing the services in a manner which will contribute to the achievement of hospital financial and clinical goals and which promotes the development of teamwork and effective operations throughout the hospital. It is the BOM’s responsibility to manage the department in a manner which enables the hospital to achieve its cash collection and accounts receivable goals, including management of the business office staff and related functions, including admitting, billing, and collection/follow-up, in a manner that will ensure development of an effective Business Office and Accounts Receivable Management department.
Qualifications
Benefits for our Staff Include:
PRIMARY RESPONSIBILITIES
Note: The essential job functions of this position are not limited to the duties listed above.
1. Ability to work a 40 hour week.
MACHINES, TOOLS, EQUIPMENT, AND OTHER WORK AIDES:
1. Telephone, switchboard and paging systems.
Fairfax Behavioral Health (a UHS facility):
Fairfax Behavioral Health, founded in 1930, is a private, free-standing mental health hospital that specializes in psychiatric and detox treatment. We strive to meet and respond to the needs of our community by offering a continuum of care and evidenced-based programs at multiple locations within our region. We have behavioral health facilities and services located in Kirkland, Everett and Monroe, Washington. Mental and behavioral health challenges are a growing concern within our communities. Whether it is ourselves or a loved one, we will all likely be affected by behavioral health and mental disorders or illness. This drives our passion for providing evidenced-based outpatient and inpatient psychiatric treatment programs with successful outcomes.
For more information, please visit us at https://www.fairfaxhospital.com/
COVID-19 Vaccination requirement:
After October 18, 2021 all Washington state healthcare employees, educators, contractors, and interns will be required to provide proof of full COVID-19 vaccination record as a condition of employment. You must submit your documentation to Human Resources before your first day of employment with Fairfax. Please remember to bring your COVID-19 immunization card to your orientation with our HR team.
POSITION SUMMARY
The Business Office Manager (BOM) is responsible for assisting in providing leadership and day to day supervision for the Business Office and Accounts Receivable Management services of the hospital and related services. This responsibility includes managing the services in a manner which will contribute to the achievement of hospital financial and clinical goals and which promotes the development of teamwork and effective operations throughout the hospital. It is the BOM’s responsibility to manage the department in a manner which enables the hospital to achieve its cash collection and accounts receivable goals, including management of the business office staff and related functions, including admitting, billing, and collection/follow-up, in a manner that will ensure development of an effective Business Office and Accounts Receivable Management department.
Qualifications
QUALIFICATIONS
Must have a high school diploma or equivalent. Three years prior collections experience in a hospital setting required; psychiatric experience preferred. Must have strong written and verbal skills; ability to deal effectively with all levels of hospital management and the public. Must be able to demonstrate average to high math skills. Prior experience with Admission/Billing system desirable. Knowledge of third party payment procedures, managed care and government programs required. Good communication skills and ability to problem solve are must. Knowledge of credit, collection, and confidentiality laws are highly desirable.
Benefits for our Staff Include:
- Challenging and rewarding work environment
- Career development opportunities within UHS and its Subsidiaries
- Competitive Compensation
- Excellent Medical, Dental, Vision and Prescription Drug Plan
- 401(K) with company match and discounted stock plan
- Generous Paid Time Off
- Free Basic Life Insurance
- Tuition Reimbursement
PRIMARY RESPONSIBILITIES
1. Follow hospital and departmental policies and procedures.
2. Demonstrate cooperation with fellow employees, patients and staff.
3. Assist Business Office Director in the development of appropriate policies and procedures.
4. Assist in the training of Business Office staff.
5. Maintain a high level of motivation, dedication, professionalism and personal appearance for self and staff.
6. Works closely and frequently with BOD, Accounts Receivable, and CFO in all matters affecting Business Office productivity and performance.
7. Ensures timely and accurate completion of required third party logs, other logs and periodic reports.
8. Ensures regular monitoring of third party reimbursement changes, denials, appeals, unbilled revenue, credit balances, and medical record issues.
9. Communicates regularly with BOD on departmental activities and issues.
10. Sets example for high standards of personal appearance, courtesy and professionalism at all times.
11. Processes self-pay statements in a timely manner, if applicable.
12. Processes all in-house self-pay statements within two days of receipt.
13. Spot checks billing forms to ensure accuracy that all balances are correct before mailing to patient/guarantor.
14. Sends all other statements to the appropriate person within three days of receipt.
15. If self-pay is not handled in-house, makes sure that accounts are placed timely.
16. Is responsible for follow-up on all accounts of in-house and discharged patients.
17. Maintains “tickler” file to ensure a prompt follow-up.
18. Begins follow-up on accounts immediately after discharge and continues every 15 days thereafter.
19. Documents every contact made to or by third party payer, patient, family or employee.
20. Advises Business Office Director of problem accounts at time of encounter.
21. Monitors and records all payments made on patient accounts.
22. Records all payments in the patient financial folder daily if applicable. Notes payment discrepancies and resolves immediately.
23. Identifies inaccurate guarantor/admit data to Director if consistent, to ensure appropriate corrective action at front end occurs.
24. Is responsible for preparing Bad Debt and other self-pay account adjustments as well as meeting reporting requirements.
25. Audits for accuracy and prepares all adjustments on a timely basis and submits to Director for approval.
26. Performs audit of accounts, evaluates collectability and processes refunds as necessary.
27. Monitors and evaluates collection agency/attorney activity and ensures documentation needs are met. Performs other related audit and posting duties.
28. Support Business Office Director with Month End Accrual logs
29. Assist with Forecast and Month End Close
30. Performs billing tasks in the event that the primary biller is off or on leave
31. Train staff as needed within the Business Office.
32. Assist the Business Office Director in the event that he/she is out or on leave.
33. Completes and reviews the Billing Readiness Report daily.
34. Completes the Cash Reconciliation & Wire Log daily.
35. Assists Business Office Director in collector Cash 1:1 reviews weekly.
36. Completes and reviews the Final Outpatient charge audit monthly.
37. Maintains patient financial folders, if applicable.
38. Keeps patient files and contents in uniform and orderly manner.
39. Maintains neat, legible and chronological documentation of all collection and follow-up activity.
40. Use the MIDAS system to track denial information.
41. Performs any other duties as assigned by the Business Office Director.
Note: The essential job functions of this position are not limited to the duties listed above.
PHYSICAL, MENTAL, AND SPECIAL DEMANDS
THIS SECTION DESCRIBES HOW AN EMPLOYEE IN THIS POSITION CURRENTLY PERFORMS THE FUNCTIONS OF THIS POSITION. MODIFICATIONS TO THE MANNER IN WHICH THIS JOB MAY BE PERFORMED WILL BE REVIEWED ON A CASE BY CASE BASIS.
1. Ability to work a 40 hour week.
2. Ability to sit for long periods, up to 8 hours.
3. Ability to use both hands in fine manipulation of small tools (copier, computer, telephone, typewriter, calculator, safe, facsimile machine).
4. Ability to push and pull up to 10 lbs. (file cabinet drawers, computer paper boxes).
5. Ability to see well enough to read handwritten and typewritten material.
6. Ability to lift and carry up to 25 pounds to move file boxes, data processing paper, and newly admitted patients’ belongings as required.
7. Ability to retrieve files from bottom shelves and drawers and move boxes of paper and forms to the computer printer.
8. Ability to reach, turn and twist above and below the waist daily to retrieve files from top shelves to obtain office supplies from upper shelves in supply closet.
9. Ability to hear and speak well enough to answer and communicate on the facility’s switchboard.
10. Ability to spend 90% working time in an environment of continuous low voices and office machine noise typical for business office atmosphere.
11. Ability to handle a variety of repetitive tasks.
12. Ability to travel to and from the main hospital
MACHINES, TOOLS, EQUIPMENT, AND OTHER WORK AIDES:
THIS SECTION DESCRIBES THOSE MACHINES, TOOLS, EQUIPMENT, AND OTHER WORK AIDES AN EMPLOYEE IN THIS POSITION MUST BE ABLE TO USE.
1. Telephone, switchboard and paging systems.
2. Copy machine.
3. Computer and various software packages.
4. Calculator/10-Key.
5. Facsimile machine.
6. Postage meter.
8. Policies, procedures, plans and program manuals.
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