6160 Business Office and Financial Coordinator

POSITION IDENTIFICATION

TITLE Business Office and Financial Coordinator

CLASSIFICATION NUMBER 6180

GRADE 42

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director, Taylor Health and Wellness Center

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The Business Office and Financial Coordinator establishes and directs the daily operations of the Taylor Health and Wellness Business Office.  The Business Office and Financial Coordinator coordinates Business Office functions with other functions, including Taylor 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 Taylor 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.  At least two years of medical business office customer service experience is required. At least two years of supervisory experience of full-time staff is required.  Experience working with patient accounts in an automated environment is required.

Skills:  An up-to-date understanding of current health insurance practices and trends is required. An understanding of bookkeeping practices and basic accounting principles is required. A current understanding of HIPAA regulations and their application relative to patient medical records and charges is required. Knowledge and experience working with medical software systems 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.

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, Taylor 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, Taylor Health and Wellness Center.

20. Contributes to the overall success of Taylor Health and Wellness Center by performing other duties as assigned.

SUPERVISION

The Business Office and Financial Coordinator is supervised by the Director of Taylor Health and Wellness and supervises full- and part-time employees.

OFFICE OF HUMAN RESOURCES

APRIL 2017

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.