Employment Type:

Full time

Shift:

Day Shift

Description:

The Business Office Manager (BOM) at Heartwood Lodge is responsible for overseeing the financial, administrative, and business operations of the community to ensure accuracy, compliance, and exceptional service to residents and families. This role plays a critical part in supporting the mission of Heartwood Lodge by maintaining sound financial practices, ensuring regulatory compliance, and fostering positive relationships with residents, families, and team members.

The ideal candidate is highly organized, detail-oriented, compassionate, and experienced in long-term care or senior living business operations.

Key Responsibilities

Financial & Billing Operations

• Oversee all business office functions including accounts receivable, accounts payable, resident billing, and collections
• Ensure accurate and timely billing for Medicare, Medicaid, private pay, and insurance
• Monitor resident trust accounts and ensure compliance with state and federal regulations
• Prepare financial reports, census data, and monthly summaries for leadership review
• Collaborate with corporate finance or accounting teams as applicable

Resident & Family Relations

• Serve as a primary point of contact for residents and families regarding billing, financial questions, and insurance matters
• Provide clear explanations of charges, statements, and financial responsibilities
• Support admissions by assisting with financial paperwork, benefit verification, and payor setup

Compliance & Regulatory Support

• Ensure business office operations comply with state of Michigan regulations, federal guidelines, and company policies
• Maintain accurate records for audits, surveys, and internal reviews
• Support the Administrator during state surveys and audits related to financial operations

Human Resources & Payroll Support

• Assist with payroll processing, timekeeping, and employee records
• Support onboarding and offboarding processes, including new hire paperwork and benefits coordination
• Maintain confidentiality of employee and resident information at all times

Leadership & Collaboration

• Work closely with the Administrator, department heads, and clinical leadership to support overall community operations
• Train and supervise business office staff as applicable
• Promote a culture of professionalism, accountability, and resident-centered service

Qualifications

Required

• High School Diploma or equivalent. Associates degree preferred.
• Minimum 2–3 years of experience in a business office or financial role, preferably in long-term care or senior living
• Knowledge of Medicare, Medicaid, private insurance, and long-term care billing practices
• Strong computer skills, including proficiency with Microsoft Office and healthcare billing or EHR systems
• Excellent organizational, communication, and customer service skills

Preferred

• Bachelor’s degree in a related field
• Previous experience as a Business Office Manager in a skilled nursing or senior living community
• Familiarity with Michigan Medicaid processes and long-term care regulations

Core Competencies

• Attention to detail and high level of accuracy
• Professional and compassionate communication style
• Ability to handle confidential information with discretion
• Strong problem-solving and time-management skills
• Ability to work independently and as part of a leadership team

Physical & Work Requirements

• Ability to sit, stand, and work at a computer for extended periods
• Occasional lifting of files or office materials (up to 25 lbs.)
• Ability to work in an office environment within a healthcare setting

What Perks and Benefits Can You Look Forward to?

• Paid holidays and generous Paid Time Off (PTO)
• Up to $4,000 in tuition reimbursement annually!
• Discounts with major vendors; AT&T, Verizon, Ford Motor Company, General Motors, Quicken Loans, AND MORE!
• Day 1 Benefits - Low cost medical, dental and vision insurance plans. Enjoy lower cost medical services when you visit facilities within the Trinity Health network.
• Daily-pay options
• Fast response interview times and job offers!

Why Join Heartwood Lodge?

Heartwood Lodge is a welcoming long-term care community dedicated to providing compassionate, high-quality care to seniors. We value teamwork, integrity, and s