Hospice Office Coordinator

Overview

Expand Access. Build Partnerships. Transform Care. The Office Coordinator plays a vital role in supporting daily branch operations and ensuring compliance with non-clinical policies and practices. This position is key to maintaining accurate medical records, coordinating patient care, and providing essential administrative support to the hospice team.

• Maintain and close medical records per policy.
• Review records to ensure compliance with documentation standards.
• Identify and obtain missing chart information, including physician signatures and other required documentation.
• Manage appropriate release of information, including obtaining authorizations and distributing copies.
• Collaborate with clinical staff to support timely admissions.
• Conduct medical record audits as requested.
• Purge closed cases, prepare records for archival, and maintain the master patient index.
• Participate in hospice quality assessment and performance improvement programs.
• Oversee tactical HR processes, contracts, and personnel files for staff and contractors.
• Support branch leader with new hire orientation and onboarding.
• Serve as a resource connecting staff to IT, HR, and Compliance as needed.
• Prepare weekly schedules, review for productivity and geographic efficiency, and coordinate with the Executive Director for approval.
• Coordinate interdisciplinary team meetings and manage care coordination communication.
• Provide administrative support including answering phones, ordering supplies, and data entry.
• Process accounts payable and route invoices as needed.
• Complete annual compliance training and attend in‑services as required.
• Perform other duties as assigned.

High school diploma required.

• Minimum of three years of experience in the healthcare industry.
• Strong preference for medical records experience.

• Proficiency in Microsoft Office Suite and Electronic Medical Records systems (Home Care Home Base preferred).
• Strong organizational, record keeping, filing, typing, and time management skills.
• Excellent oral and written communication skills.
• Ability to adapt to changing tasks with flexibility and professionalism.
• Strong interpersonal skills with the ability to communicate effectively across diverse backgrounds.
• Demonstrated maturity, cooperation, and tact in the workplace.

• Competitive Pay
• 401(k) with Company Match
• Career Advancement Opportunities
• National & Local Recognition Programs
• Teammate Assistance Fund

• Medical, Dental, Vision Insurance
• Mileage Reimbursement or Fleet Vehicle Program
• Generous Paid Time Off + 7 Paid Holidays
• Wellness Programs (Telemedicine, Diabetes Management, Joint & Spine Concierge Care)
• Education Support & Tuition Assistance (ASN to BSN, BSN to MSN)
• Free Continuing Education Units (CEUs)
• Company‑paid Life & Long‑Term Disability Insurance
• Voluntary Benefits (Pet, Critical Illness, Accident, LTC)

• This is a safety‑sensitive position
• Employee must meet minimum requirements to be eligible for benefits
• Where applicable, employee must meet state specific requirements
• We are proud to be an EEO employer
• We maintain a drug‑free workplace

ReqID:

Category:
Branch Admin and Clerical

Position Type:
Full‑Time

Company:
Heartland Hospice

Seniority level:
Mid‑Senior level

Employment type:

Full‑time

Job function:
Administrative

Industries:
Hospitals and Health Care