Business Operations Manager
​Position Title: Business Operations Manager
Reports To: Clinical Director
Position Summary
The Business Operations Manager oversees the financial, administrative, and operational systems. This position manages billing, payroll, accounting, and organizational infrastructure to ensure the agency’s operations run smoothly, efficiently, and in compliance with New Mexico behavioral health, Medicaid, and federal standards. The Business Operations Manager handles all agency billing and payroll functions, supervises site-based operations, coordinates maintenance and scheduling, and oversees fiscal tracking for both for-profit and non-profit divisions.
Responsibilities
• Oversee all billing functions, including Medicaid, commercial, and managed care billing (BCBS TLS, CDC TLS, and other payers).
• Prepare and submit claims for all Herron Solutions locations; review, reconcile, and track payments and denials.
• Manage QuickBooks accounting, accounts payable/receivable, and maintain accurate financial records.
• Review monthly charges, subscriptions, and recurring expenses; verify allocation to appropriate sites or programs.
• Oversee payroll processing, including review of time logs, pay rates, and sick leave requests for all staff.
• Maintain compliance with Medicaid, BCBS, and MCO billing guidelines, ensuring all documentation supports billed services.
• Manage taxes, receipts, and documentation for both for-profit and non-profit operations; coordinate with accountants as needed.
• Track and separate site costs for offices, housing, and drop-in centers to maintain accurate expense reporting.
• Support maintenance operations, including scheduling facility and vehicle maintenance, pool maintenance, and water systems.
• Coordinate with the Facility Technician and site leads to ensure all facilities remain in compliance with safety and regulatory standards.
• Manage cameras and security systems, ensuring proper function, data protection, and restricted access.
• Support schedule coordination across departments and ensure administrative coverage for all locations.
• Maintain and monitor subscriptions, vendor accounts, and service contracts to prevent lapses or duplicate costs.
• Manage sick leave requests and ensure they are entered into Absentify and reflected accurately in payroll.
• Maintain financial tracking for non-profit operations, including donations, grants, and community-based expenses.
• Prepare reports and documentation for audits, taxes, and internal reviews as requested by leadership.
• Ensure confidentiality and compliance with HIPAA, 42 CFR Part 2, and agency privacy policies in all financial and operational data.
• Will respond to all internal communications (email, Teams, phone, or messages) within 24 business hours, unless scheduled out of the office or on approved leave.
Qualifications
• Bachelor’s degree in Business Administration, Accounting, Finance, or a related field required; Master’s degree preferred.
• Minimum three (3) years of experience in business operations, billing, or payroll within a healthcare or behavioral health setting.
• Knowledge of Medicaid, BCBS, and managed care billing processes and CPT/HCPCS coding.
• Experience with QuickBooks, payroll systems, and multi-site financial management.
• Strong analytical and organizational skills with attention to detail.
• Proficiency in Microsoft Office and electronic billing systems.
• Ability to multitask, meet deadlines, and maintain confidentiality.
• Valid New Mexico driver’s license required.
Scope of Practice
The Business Operations Manager is responsible for all business and financial operations of Herron Solutions, including billing, payroll, accounting, and site coordination. This role ensures compliance with Medicaid, MCO, and state behavioral health regulations while supporting both for-profit and non-profit divisions. The position oversees fiscal management for all agency locations, maintenance coordination, and operational scheduling. The Business Operations Manager ensures accurate separation of site costs, tracking of subscriptions, taxes, and monthly expenditures, while maintaining the integrity of records through QuickBooks and agency systems. This position does not provide clinical services but directly supports Herron Solutions’ mission by ensuring stable, compliant, and efficient business operations.