POSITION IDENTIFICATION
TITLE Business Office and Financial Coordinator
CLASSIFICATION NUMBER 6160
GRADE 42
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Director, Magers Health and Wellness Center
GENERAL FUNCTION
The Business Office and Financial Coordinator establishes and directs the daily operations of the Magers Health and Wellness Business Office. The Business Office and Financial Coordinator coordinates Business Office functions with other functions, including Magers Medical Clinic, Pharmacy, Lab, Radiology, Treatment Clinic, Wellness Services, the electronic health record system and Financial Services. The Business Office and Financial Coordinator establishes and maintains accountability for financial policies, procedures, fiscal control, compliance, reporting, and internal and external audits. The Business Office and Financial Coordinator ensures Health Insurance Portability and Accountability (HIPAA) compliance in all Magers Health Center business and financial areas.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school education is required; a Bachelor’s degree in Accounting or Business Administration is preferred.
Experience: At least five years of bookkeeping or accounting experience is required. Supervisory experience is preferred. Work experience in a medical business office with customer service, patient accounts, health insurance, and HIPAA is preferred.
Skills: An understanding of bookkeeping practices and basic accounting principles is required. Basic competency with computer hardware and peripherals is required. Effective problem solving and decision-making skills are required. Effective verbal, written, and interpersonal communication skills are required. The ability to work independently with minimal supervision is required. The ability to produce high quality work within tight deadlines is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Knowledge and experience working with medical software systems is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that the Health Center’s Business Office operates with appropriate financial controls and procedures, enforces proper cash-handling procedures, establishes inventory controls, monitors daily cash and accounts receivable reports, researches and resolves discrepancies, analyzes financial reports, and oversees billing.
2. Educates and supervises Business Office personnel regarding best practices in customer service, HIPAA compliance, cashiering, filing insurance claims, and preparation and maintenance of financial records.
3. Assists the Director with financial reviews, budget preparations, and approval of expenditures.
4. Provides regular financial information, dashboard reports, budget reviews, and detailed analyses to the Director.
5. Prepares and files all required financial and financial compliance reports in a timely manner.
6. Maintains financial records in accordance with University, state, and federal requirements.
7. Serves as a liaison with Financial Services.
8. Oversees the paper and electronic filing of all insurance claims and ensures insurance reimbursement is received.
9. Enter and maintain interdepartmental accounts for electronic billing.
10. Oversees all procurement card transactions, educates staff and enforces University policies, collects and reviews receipts, maintains files, and successfully meets the requirements of periodic procurement card audits.
11. Reviews monthly financial transactions, obtains supporting data, reviews these transactions with the Director, and forwards to the Vice President for final review.
12. Utilizes and/or designs reporting to pull account balances and transactions from Banner.
13. Uploads all business transactions to Financial Services daily and reconciles data in the upload to changes in account balances.
14. Coordinates with the Financial Services’ Collection Coordinator to assist patients who exceed the University credit limit.
15. Provides exemplary customer service to help patients resolve any financial concerns that are beyond the scope of Business Office personnel.
16. Maintains the effective operation of the International Student Health Insurance Fund, supervises its operation, reconciles the account, and works collegially with International Services, the insurance broker, claims department, and underwriter to ensure timely invoices, claims processing, customer service, and contract compliance.
17. Works with Procurement Services and the Director, Magers Health and Wellness to obtain quality, affordable bids and contracts, including international student health insurance, medical consultant contracts, radiology services, reference labs, software, durable medical goods, and office equipment and services.
18. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
19. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Director, Magers Health and Wellness Center.
20. Contributes to the overall success of Magers Health and Wellness Center by performing other duties as assigned.
SUPERVISION
The Business Office and Financial Coordinator is supervised by the Director of Magers Health and Wellness and supervises full- and part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED MARCH 2021
