Business Office Manager (BOM) at The Redwoods

Join our team at The Redwoods, where you can make a meaningful impact on individual lives. After more than 50 years as a local, nonprofit community in beautiful Mill Valley, we have a rich history of service and purpose. We take pride in providing excellent care for an active and diverse community of seniors. You'll find that every day presents an opportunity for a rewarding experience of caring and connection with a dedicated team and dynamic group of residents. As a mission driven organization, we ensure everyone receives vital programs and services regardless of their income. Enjoy competitive pay, first class health benefits, generous vacation and sick time, and a great work environment.

Be a part of something bigger - join us in making a genuine difference!

Rate: $72,800 - $93,600 per year

Status: Salary, Non-Exempt

Benefits

• Medical Insurance: ZERO out-of-pocket expense for the employee – effective the first of the month following the hire date.
• Dental and Vision Insurance
• Paid Time Off: Sick days, personal days, vacation days and holidays.
• 403(b) Retirement Plan: Employer contribution/Union pension contributions.
• Additional Perks: Educational assistance & career development opportunities, longevity bonus program and low-cost meal program.

* For positions scheduled 24 or more hours per week.

POSITION SUMMARY

The Business Office Manager (BOM) oversees the financial and administrative functions for the Health Care Center (HCC) at our licensed 58-bed skilled nursing facility (SNF). This role ensures timely billing, accurate accounts receivable, proper management of resident accounts, and overall compliance with regulatory and financial standards. The BOM works closely with residents, families, payers, and internal departments to support the financial health of the facility and a positive resident experience. Reporting to the Controller, this position offers the opportunity to define and build out the business office function at a successful senior living community.

PRIMARY RESPONSIBILITIES:

Billing & Accounts Receivable

• Oversee accurate and timely billing for Medicare, Medi-Cal, Managed Medi-Cal, private insurance, coinsurance, hospice, and share of cost; Partner with third-party billing vendor to ensure clean claims and correct payer processing.
• Perform month-end closing procedures including posting charges/ancillaries, Triple Check meetings, and reports. Ensure timely completion of required documentation for billing, including but not limited to, Notice of Medicare Non Coverage (NOMNC), Advanced Beneficiary Notice (ABN), etc.
• Monitor accounts receivable aging; follow up on unpaid claims and initiate collection activity as needed.
• Collaborate with other departments to resolve billing discrepancies and ensure accurate documentation.

Resident Financials & Admissions Support

• Manage residents’ business and administrative records; verify payer eligibility and benefits; support admissions with insurance verification and pre-authorizations.
• Oversee initial and re-authorization of Treatment Authorization Requests (TARs); prepare required documentation for submission.
• Maintain and reconcile resident trust accounts, petty cash, and banking in accordance with state guidelines.
• Communicate with residents and families regarding billing, payment plans, and financial assistance (including Medi-Cal applications).

Administrative Oversight

• Supervise day-to-day operations of the business office and collaborate with other administrative staff, including census management, standups, and other meetings.
• Ensure accurate and organized documentation and recordkeeping is compliant with HIPAA and facility policies.
• Provide excellent customer service to residents, families, other staff, insurers, and external partners.

Financial Reporting & Compliance

• Prepare monthly AR and cash collections reports; assist with budget preparation and audits.
• Maintain compliance with all applicable state and federal regulations and internal policies.
• Stay informed on changes in Medi-Cal, Medicare, and managed care billing and eligibility requirements.

Additional Duties

• Maintain strict confidentiality and resident privacy in accordance with HIPAA.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS: 

• High school diploma or equivalent (Associate’s or Bachelor’s degree in related field highly preferred).
• 3+ years of Business Office Manager experience in a skilled nursing or healthcare setting.
• Strong knowledge of Medicare, Medi-Cal, Managed Med-Cal, and third-party billing requirements and procedures for skilled nursing. Experience working with Partnership Health a plus.
• Proficient in Microsoft Office and billing software (e.g., PointClickCare, Inovalon).
• Excellent organizational, communication, and customer service skills.
• Discretion in handling sensitive and confidential information.

The Redwoods is an Equal Opportunity Employer.