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DATE ADDED: Wed 17/10/2018

Business Office Manager -

Palm Beach Gardens, USA


Job Description


Business Office Manager


The primary responsibility of the Business Office Manager (BOM) position is to maximize the financial results of the surgery center through effective management of costs containment and revenue generation. The BOM will assist the Administrator with Medical Staff functions. The BOM will supervise all business office functions including scheduling, reception, and billing.




1. Reception

a. Ensure all phones are answered promptly and correctly and that messages are effectively transmitted to the recipients.

b. Oversee patient registration

c. Maintain current and accurate patient registration forms and procedures

d. Maintain clean and organized reception and lobby area

e. Update and maintain center’s marketing brochure

2. Surgery Scheduling

a. Verify all patients’ insurance to ensure the eligibility of each case.

b. Maintain accurate and complete surgery schedule

c. Develop and maintain relationships with medical office schedulers

d. Regularly assess effectiveness of block time utilization and communicate results to Administrator

3. Accounting

a. Coordinate with Bookkeeper and CPA

i. Provide bank statements for reconciliation

ii. Send QuickBooks back up file to bookkeeper on the first day of each month

b. Accounts Receivable

i. Receive and input all patient payments into QuickBooks accounting system

ii. Prepare all patient payments for bank deposit

iii. Make daily bank deposits

iv. Make copies of all patient payments and send to billing company

c. Accounts Payable

i. Issue and maintain the purchase order log for all manual purchase orders and inventory system orders

ii. Match all invoices to their appropriate purchase orders

iii. Receive and input all approved vendor invoices into accounting system (QuickBooks), listed by date due

iv. Prepare vendor payments weekly for Authorized Manager approval and send out

v. Communicate cash flow status to Administrator and alert them to any pending deficiencies

vi. Record any regular, intermittent, or unique electronic debits to the business bank account including payroll and taxes

vii. Maintain petty cash fund. Balance weekly.

d. Prepare, distribute and be prepared to discuss weekly reports to all Members

e. Prepare, distribute and be prepared to discuss monthly reports (financial and billing) to all Members along with copies of meeting minutes and distribution checks

4. Billing - Having a medical billing background is not required but , having that experience will be a very big benefit to you and the company

a. Develop and maintain current facility charge sheet, and co-pay calculation; coordinate same with billing company

b. Compile and transmit necessary billing information to billing company on a daily basis

c. Coordinate transcription with Doctors, transcription service and billing service

d. Perform regular audits on facility charges

e. Communicate any changes or additions to center’s insurance provider numbers to billing company

f. Calculate and recover appropriate co-pays and co-insurance for patients; communicate same with billing company

g. Coordinate collection services with billing company

h. Develop and maintain insurance contracts with networks the surgery center is associated with

i. Supervises special financial arrangements for patients including deferred payment and third-party payment plan with direction from Administrator and/or Nurse Manager

5. Medical Records

a. Create new medical chart for all new patients

b. Assist in maintaining and auditing of the medical record chart on the business office side

c. Scan and store all medical records according to the policy and procedure manual

d. Perform regular audits to verify completeness of medical records

e. Keep inventory of all forms, files and supplies related to medical records

f. Maintain current OSHA regulations and information in center via wall posters, pamphlets and other required material

g. Record and maintain all employee, contract or regular, incident reports

6. Business Office Operations

a. Communicate with Administrator on business office issues through a weekly meeting

b. Direct, supervise, monitor, and evaluate all activities in the business office to insure professional medical care for each patient, with direct feedback to Administrator

c. Provide direction for employee training and motivation for business office

d. Oversee the activities of recruiting, selection, planning and counseling of business office personnel

e. Coordinate with Administrator to create and post weekly business staff schedule

f. Set-up, maintain and monitor supply and business stock, determine needs, and place request for necessary items

g. Create and administer email accounts for business office staff and Administrator through internet provider

h. Ensure that security system is turned on when leaving at night and turned off when arriving in the morning

i. Maintain software, user guides and technical support information for all business equipment

i. Telephones

ii. Copy/Fax Machine

iii. Computers

iv. Security System

v. Scanner

j. Sort and distribute mail




It is preferred that the Business Office Manager has a bachelor’s degree in Business or other related field. It is mandatory that the Business Office Manager be a High School graduate or has completed a GED course. It is preferred that the Business Office Manager have five (5) years of business experience, preferably in the medical field, with a minimum of 2 years supervisory experience. The successful candidate must have the ability to work independently as well as function within a team, to deal effectively with difficult situations.




Successful candidate will possess strong work ethic; be well organized; possess financial analytical skills; marketing skills; strong interpersonal communications skills; general accounting skills, have the ability to reassess priorities, possess strong problem solving and decision-making skills; and be able to handle a demanding position.




It is necessary to perform some duties beyond regular work hours on evenings and weekends. Additionally, it may be necessary to respond to calls after hours for directions/guidance. Due to the nature of the business office manager responsibilities, this position can be challenging and time-consuming.




A. Immediate Supervisor: Administrator


B. Positions to be supervised: Receptionist

Surgery Scheduler

Registration Staff

Role: Business Office Manager -
Job Type:
Location: Palm Beach Gardens,

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