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Office Coordinator in Neoga, IL at Heartland Christian Village

Date Posted: 5/31/2018

Job Snapshot

  • Employee Type:
  • Location:
    Neoga, IL
  • Job Type:
  • Experience:
    Greater than 15 years
  • Date Posted:

Job Description


Heartland Christian Village - Christian Horizons (CH) has grown from one nursing home over 50 years ago to one of the largest faith-based not-for-profits in the country with 13 communities across 4 states. The CH family of ministries also includes Senior Care Pharmacy, CareLink nurse-guided care and Safe Haven Hospice. Experience a new pathway to senior living – a future in which older adults thrive.

We offer a place to live your faith, a place to grow and be valued. As a faith-based organization, we strive to provide resident-centered, cost-effective health care programs and services to each and every resident in our community.

We are seeking a Business Office Coordinator (OC) who is responsible for all business office functions at the community. The position coordinates overall Business Office activities at a location in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as directed by the Administrator to assure the proper administrative procedures are maintained at all times.

We offer:

  • Competitive Wages
  • PathwayPay (daily pay) – Get your pay, when you need it.
  • Generous PTO Program
  • Health (Blue Cross Blue Shield), Dental & Vision Insurance
  • Life (employer paid), Short & Long Term Disability, Group Accident, and Critical Illness
  • 403(b) & Flex Spending
  • Employee Assistant Program
  • Tuition Reimbursement
  • Employee Discounts and Other Perks


Tasks which may not be delegated:

  • Update PCC census daily, based on midnight census and other information gathered during meetings and other communication including, admissions, discharges, and all payer changes.
  • Attends daily morning meeting and Medicare reconciliation meeting to gather and confirm relevant information to update the PCC census, as appropriate.
  • Receives copies of Medicare cut letters (QIO/Non-Coverage) and denial letters from Social Service. Gathers and scans to miscellaneous tab. Confirms or denies 365 day coverage with insurance companies currently listed. If benefits are available, generate a new benefits letter for the Resident and provide information to the Resident/and or Resident family. It is the responsibility of the OC to obtain information at morning meetings, if a cut letter is retracted or dates changed update PCC.
  • Communicates to each new admission/and or family covering financial information from the quick reference sheet; obtaining signature on benefits letter and scanning to MISC in PCC. Including Medicaid Application (Medicaid check list), Benefits Quick Reference Sheet, Benefit letter for the Resident to sign, copy of the Benefit letter for the family to keep for their records, and EFT transfer program paper.
  • Participates in all triple check meetings (weekly and monthly) for Medicare A, Medicare B, and Managed Care Residents following Reconciliation Procedures to confirm accuracy. Only new face sheets should be reviewed with that week. (See triple check instructions.)
  • Performs or delegates the management of the Receptionist.
  • Oversees and manages all office functions.
  • Completes or delegates the Accounts Payable process and check for excluded vendors.
  • Completes or delegates Resident Trust, daily transaction entry such as barber/beauty charges, daily Resident request for withdraws other general charges and deposits. Ensures batches are correct and appropriate.
  • Transfer payments to Resident Trust for room and board to operating account.
  • Reconcile the Resident Trust monthly, meets deadlines related to Resident Trust, ensures balances are updated so that monthly Resident trust statements are accurate.
  • Actively participates in the collections of private balances for current Residents and families in compliance with corporate policy.
  • Completes or delegate the verification of benefits as required for every new Resident and at other appropriate times during Resident’s stay. Reviews verification of benefits documents to confirm payer and benefits when updating census.
  • Completes or delegates the Medicaid Pending application process. Insures that appropriate forms and documents are completed according to policies and procedures. Insures that appropriate documents are completed according to policies and procedures. Insures that appropriate documents, as required are scanned to the CO Medicaid Specialist.
  • Reconciles petty cash.
  • Proficient at all utilized software.
  • Communicates effectively with Resident Representatives and Residents.
  • Greet and interact with Residents, families, staff, visitors, vendors, and state officials and direct them to appropriate individuals and have the ability to perform Receptionist duties, as requested.
  • Ensure all front office work and procedures are done in compliance with federal, state, local, and corporate regulations.
  • Ensure correct and applicable financial information is obtained for newly admitted Residents for all payers.
  • Supplies or delegates requested information from all requesting entities with appropriate documentation to obtain payment as needed.
  • Initiate write offs, refunds, security deposit refunds, as appropriate.
  • Ensure an accurate office documentation and retrieval system for all Resident and other office accounts.
  • Communicate and work cooperatively with fiscal intermediaries, accountants, auditors, cost report preparers, private insurance companies, and corporate office staff.
  • Function as part of an interdisciplinary team to provide quality care to all Residents.
  • Perform all responsibilities in a manner consistent with Christian Horizons Values.
  • Attend and participate in continuing education programs designed to keep abreast of changes in the profession.
  • Maintain the confidentiality of all protected health information whether electronic, written, or oral exposed to either during the course of designed or as a result of an incidental disclosure.
  • Apply the Minimum Necessary Standard in all matters related to Residents’ protected health information.
  • All other tasks as assigned.
  • High school graduate or equivalent is required.
  • Basic knowledge of Microsoft Word, Excel, and its applications is required.
  • Able to follow and give written and oral directions.
  • Demonstrate dependability and cooperation.
  • Display good communication skills and a desire to continuously learn.
  • Possess the ability to communicate effectively and deal tactfully with personnel, Residents, families, visitors, government agencies, and the general public.
  • Pass background check before and during employment, as defined by Christian Horizons’ background check policy, with no disqualifications by committing or attempting to commit one or more of the offenses defined within.
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