Job Description

Position Summary

The Office Manager oversees and coordinates all administrative functions of the hospice office to ensure efficient, compliant, and compassionate operations. This role is responsible for managing office staff, supporting clinical and leadership teams, maintaining regulatory documentation, and fostering a supportive environment that aligns with the hospice’s mission of providing quality end-of-life care. The Office Manager serves as a key liaison between administrative, clinical, and executive departments.

Key Responsibilities

Administrative & Operational Leadership

• Oversee day-to-day office operations to ensure smooth and efficient functioning across departments.
• Supervise administrative personnel, including receptionists, intake coordinators, and support staff; provide coaching, training, and performance evaluations.
• Develop, implement, and maintain office policies, procedures, and workflows consistent with hospice regulatory and operational standards.
• Manage office supply inventory, facility maintenance, vendor relationships, and technology systems.

Regulatory & Compliance Support

• Ensure adherence to all HIPAA , Medicare/Medicaid , and state hospice regulations in documentation and communication.
• Maintain accurate, organized records, including patient documentation, HR files, and compliance reports.
• Support preparation for audits, surveys, and accreditation visits (e.g., CHAP, Joint Commission).
• Collaborate with clinical leadership to ensure timeliness and accuracy of medical record documentation.

Financial & Administrative Oversight

• Assist leadership with budgeting, expense tracking, and invoice management.
• Monitor payroll submissions, staff scheduling, and timekeeping accuracy.
• Coordinate with accounting or billing teams to ensure smooth reimbursement and vendor payment processes.
• Identify operational inefficiencies and propose cost-effective solutions.

Team Development & Communication

• Foster a professional, compassionate, and collaborative office culture that supports the hospice mission.
• Facilitate internal communication between administrative, clinical, and leadership staff.
• Support onboarding and orientation of new employees in office and compliance procedures.
• Maintain a high standard of customer service in all interactions with patients, families, and community partners.

Qualifications

• Associate’s or Bachelor’s degree
• 3–5 years of administrative or office management experience , ideally in hospice, home health, or healthcare.
• Strong knowledge of healthcare operations, compliance, and patient documentation systems.
• Proficiency in Microsoft Office Suite and EHR systems (e.g., MatrixCare).
• Excellent organizational, leadership, and interpersonal communication skills.
• Ability to manage multiple priorities and maintain professionalism in a compassionate environment.

Work Environment

• Full-time, exempt position
• Primarily office-based with occasional travel for meetings or events
• May require occasional evening or weekend availability to support operational needs

Reports To: Executive Director / Administrator

Supervises: Administrative support staff, reception, and intake personnel

Job Tags

Similar Jobs