Director of Business Services

Location: Beverly, MA
Job ID: 170970-1A
Date Posted: Oct 13, 2021
Category: Professional

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Job Description

Welcome To

Welcome to Lahey Health Continuing Care, part of Beth Israel Lahey Health. Our team provides ongoing care to individuals through our assisted living and skilled nursing facilities. Our teams of nurses, aides, food service, and environmental service employees work to create an environment that supports the physical, mental, emotional, and spiritual needs of our residents and patients, along with their families.


About the Job

Position Summary:  Responsible for directing and overseeing all functions of the Business Office.  This includes managing accounts payable and receivables for resident accounts and vendors and coordinating pay arrangements.  Manages payroll.  Manages the Concierge Services and provides back up support.  Is the expert on communication systems that includes computer programming, e-mail, telephone and paging systems.  Represents the Community in a professional manner. Participates in the manager weekend coverage rotation and may be called upon to take inquiries and give resident tours on an as needed basis as a member of the Sales and Marketing team.



Must be able to handle multiple priorities at any one time.  Must be knowledgeable of receivables and collections, general bookkeeping and payroll functions and wage and overtime laws.  Requires the ability to work with department managers to ensure that proper paperwork is completed and procedures are followed.  Must be knowledgeable in the area of financial management, quality assurance, EOEA regulations, and assisted living standards.  The ability to communicate in English, both orally and in writing is essential.  A bachelor’s degree in business or a health-related field from an accredited university or three or more years of managerial experience is required. Will be required to learn the following systems: Peoplesoft, Kronos, VoiceFriend, Point Click Care, and Tapit.



Essential Job Functions:  The employee must be able to perform these essential functions with or without reasonable accommodation by The Herrick House, without posing a direct threat to him, her, or others.


Business Office Management

  1. Maintains an inventory and control system which will ensure that adequate supplies and equipment are on hand to meet the daily operational requirements of the Community
  2. Maintains office equipment in good working order
  3. Maintains financial files on residents
  4. Oversees the ongoing maintenance of the telephone system with the Director of Facilities Management
  5. Facilitates issues with the IT Department on behalf of the Community
  6. Assures that all contracts have updated Certificates of Insurance
  7. Coordinates with other directors to implement the In-service Training Program for staff as required by EOEA
  8. Oversees employee anniversary and perfect attendance programs and prepares awards
  9. Participates in planning and supports Assisted Living Month and other employee engagement activities
  10. Manages VoiceFriend employee notification system
  11. Follows Legal procedure for renewing and approving contracts including Earthlink


Managerial Responsibilities

  1. Determines adequate staffing needs and develops a work schedule for the Concierge Staff
  2. Completes performance appraisals for all staff on a timely basis
  3. Develops, implements and maintains an effective department orientation program for the Concierge staff
  4. Participates in the Manager on Duty Program
  5. Assures the Concierge staff members are knowledgeable of all facets of residents’ rights and assisted living (including meeting in-service requirements) by providing training materials, tracking courses taken and scheduling
  6. Assists the Human Resources Administrator with new employee Orientation, providing new staff with employment and benefit forms
  7. Performs weekly timekeeping duties for self and Administration Department. Oversees Kronos system.
  8. Follows Lahey Health Code of Conduct



Financial/Budgetary Responsibilities

  1. Develops and responsible for maintaining administration department annual budget in conjunction with Finance and Executive Director
  2. Coordinates compilation of ancillary charges and using the Point Click Care System, inputs all resident charges (rent, telephone, cable, medical supplies, beauty and barber and other miscellaneous charges) into the billing system with minimal errors
  3. Processes resident bills on a timely basis (by the first of each month)
  4. Responds in a timely manner to resident and family issues or concerns with monthly billing statements
  5. Maintains petty cash
  6. Ensures bank deposits are made on a timely basis
  7. Submits re-classes, variances, discrepancies and accruals monthly to Finance Department
  8. Maintains resident monthly census
  9. Oversees the telephone billing software, ensuring that The Herrick House rates are consistent with other telephone companies
  10. Reviews and accountable for FTE results and actual expenses vs. budget in Hyperion on a monthly basis


Quality Assurance and Safety Management

  1. Member of the Lahey Health Continuing Care Compliance Committee
  2. Attends and contributes to director meetings including daily leadership meeting, MTBNL, Russell Phillips Fire and Emergency Management annual meeting and drill, MASSMAP Evacuation Meeting/Training, and monthly QI meeting
  3. Prepares and maintains business office and concierge area for annual building inspection
  4. Following EOEA regulations, prepares files and paperwork for recertification process
  5. Participates in all disaster and emergency planning drills and provides constructive feedback
  6. Conducts Colleague Engagement meetings within and between departments
  7. Reviews policies and procedures for accuracy and to ensure most current version of documents



Communications Management

  1. Performs all duties and responsibilities with a positive attitude
  2. Works with department managers to maintain a cohesive management team
  3. Creates and maintains an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the residence
  4. Maintains an adequate liaison with residents and families
  5. Responds to residents’ requests
  6. Maintains employee bulletin boards