Do you have a strong background in business or accounting and human resource management? We are currently seeking a highly proficient professional to be responsible for our internal human resources and accounting processes. Candidates must have a minimum of five years of experience in human resources and accounting or a related field. Experience with QuickBooks is preferred. For over 45 years, Cullman Internal Medicine has been committed to meeting the needs of our adult patients. We are proud to have been named Cullman Times’ Best of the Best: Best in Healthcare Practice every year since 2017. We continue to offer complete medical and preventive services, so each patient has the best health care experience possible.We offer competitive pay and a great working environment. Benefits include:

Matching 401(k)

Health insurance

Vision insurance

Dental insurance

Life insurance

Long-term disability insurance

Paid time off

Professional development assistance

OVERVIEW:

The Business Office Manager is accountable to the Board of Directors and physicians of Cullman Internal Medicine for the overall management of practice’s operations. The Business Office Manager will carry out the day-to-day administrative functions under the policies set by the Board of Directors. This will include personnel services, facilities management, and interfacing with outside agencies and organizations.

POSITION SCOPE:

The Business Office Manager’s responsibilities encompass the management of operation including accounts payable and human resources. It involves interaction with outside agencies including accountants, benefit administrators, and physicians. The position includes direct responsibilities and activities, as well as delegation and review.

POSITION FUNCTIONS:

Financial Reporting Retains accountability for business and financial activities while striving to maximize return of use of resources.

Compliance

Oversees activities and programs to ensure that group is in compliance with applicable federal and state regulations.

Human Resources

Manages employee benefits and compliance with federal, state, and local guidelines.

Employee Review Periods

• All new employees are placed on a 90 day probationary period, Business Office Manager needs to track 90 day period and provide reviews at that time, soliciting feedback from providers for reviews is important

• Facilitates yearly reviews for all employees

• Monitors timeframe

• Solicits comments from providers

• Recommends salary adjustments accordingly

Termination of Employees

• If corrective action is taken, ensures appropriate documentation through all steps

• Collects appropriate resignation materials if necessary

• Suspends all access to practice electronic tools (emails, insurance accounts, external accounts)

• Calculating pay out of PTO as necessary

• Recommending severance if necessary

Management of Group Healthcare Plan

• Coordinates enrollment of new employees at appropriate enrollment period

• Serve as point of contact for questions / concerns / issues to members

• Manages open enrollment for changes / additions for group

• Shares information with group members about changes to group plan

• Works with plan Business Office Managers to renegotiate contract on yearly basis

• Ensures practice carries cost effective coverage

• Terminating members coverage when necessary

Pay Practices

• Reviewing PTO requests, approving / denying while ensuring appropriate staffing levels

• Managing PTO balances

• Collecting and reconciling time for all employees

• Reporting time to payroll company

• Delivering paychecks

• Reconciling payroll reports for accuracy

Miscellaneous Human Resource Management Functions

• Maintain Employee Handbook

• Maintain confidentiality agreements with all staff and necessary contacts

• Maintain pay / holiday schedule for practice

• Maintain W-4 process for practice

• Maintain I-9 status for all employees of practice

• Maintains accurate and effective job descriptions for all employees within the practice

• Maintains office directories for staff utilization

• Deal with staff issues appropriately as they arise

RESPONSIBILITIES:

1. Works with Board of Directors to promote compliance with governmental and regulatory agencies.

2. Meets with physician and staff on a regular basis to address concerns, collect input and maintain open and informative communications.

3. Provides for the purchase, maintenance and repair of equipment in a cost-effective manner.

4. Oversees the facilities management of the offices including the leasing, housekeeping and maintenance issues.

5. Maintains responsibility for staff recruitment and selection for ongoing operations. Provides for orientation and periodic evaluations of personnel for all operations.

6. Coordinates annual performance reviews to insure all employees receive a performance appraisal.

7. Manages staffing issues to insure that staff are appropriately motivated, counseled and/or disciplined.

8. Insures that appropriate checks and balances are in place to control receivables and payables.

9. Ensures systems and compliance programs are in place to comply with Corporate Compliance and other applicable state and federal regulations.

10. Reviews and monitors practice financial performance, promptly reporting any issues or concerns to the Board of Directors.

11. Oversees that retirement and profit sharing plan information are appropriately disseminated to employees.

12. Coordinates special events and projects as needed.

ACTIVITIES:

Below is a basic guide to the tasks that need to be completed by the Business Office Manager and the timeframe for completion or repeat of the task.

Daily:

· Work with management to ensure that office is adequately staffed

· Communicate each day, with each physician, to ensure smooth operations

· Open all incoming mail, except remits (billing staff)

· Review bank accounts for activity

· Review daily reports to oversee and track charge input and posting of payments

· Respond to all email and phone messages

· Ensure that daily receipts are balanced and deposited for both billing office and front desk

Weekly:

· Reconcile bank account

· Prepare payments for invoices that will be due in the next week

· Enter all payments and deposits into QuickBooks

· Prepare any personnel paperwork to reflect changes in staff for the week

· Update payroll processor with any changes and approve payroll

· Schedule and hold weekly meeting with management to coordinate and update on activities

Monthly:

· Review month-end reports prepared By billing Office Manager

· Reconcile payments received in billing system with deposits in QuickBooks

· Complete all QuickBooks entries and send file to Accountant

· Send invoices for medical, computer, and general equipment/furniture to

· Accountant

· Post journal entries to general ledger in QuickBooks

As needed:

· Support management to counsel staff members to correct undesirable behavior

· Assist to terminate staff members, if necessary

· Oversee recruitment of new staff

· Participate in final interview of candidates

· Ensure all personnel paperwork to employ new staff members is completed

KNOWLEDGE, SKILLS AND ABILITIES:

Must be able to plan, organize and execute plans. Must maintain appropriate confidentiality. Ability to identify issues and problems and create working solutions. Must possess considerable knowledge of personnel, management and issues. Ability to supervise, train and motivate employees. Ability to establish and maintain effective working relationships with all levels of employees, vendors, customers and the public in order to carry out the management duties. Ability to communicate effectively, verbally and in writing.

EDUCATION AND EXPERIENCE:

A baccalaureate degree or higher in management, business, finance or accounting. A minmum of five years of experience are preferred.