Hospice Office Manager

Job Description

Job Description

Office Manager – Hospice Operations

Next Care Hospice is seeking an experienced Hospice Office Manager to oversee the day-to-day administrative and operational functions of the agency. This is a hands-on role for someone who understands hospice workflow, takes ownership of open items, keeps departments coordinated, and ensures administrative responsibilities are completed accurately and on time.

Responsibilities

• Oversee and support the day-to-day administrative operations of the hospice office.

• Coordinate communication and workflow between Intake, Clinical, Billing, Business Development, leadership, and contracted providers .

• Maintain operational trackers, logs, files, calendars, and follow-up systems.

• Maintain and update QAPI trackers , follow up on assigned action items, and help ensure identified issues are tracked through resolution.

• Stay on top of staff scheduling and coverage needs , helping identify gaps and ensuring appropriate follow-up.

• Maintain oversight of billing-related administrative items , track outstanding issues, and coordinate follow-up with billing and leadership as needed.

• Provide support to Intake when needed and maintain oversight of the intake/referral tracker , including referral status, pending items, outstanding documentation, and final disposition.

• Monitor incoming calls, faxes, emails, and referral portals and ensure items are routed and addressed timely.

• Assist with office scheduling, meetings, PTO tracking, onboarding documents, and other administrative needs.

• Track and upload PT, Wound Care, and other contracted-provider documentation into the EMR and follow up on missing or incomplete records.

• Manage administrative aspects of Accounts Payable , including invoice tracking, vendor statements, discrepancies, and supporting documentation.

• Support CAHPS processes, Joint Commission survey readiness, audits, compliance reviews, and regulatory documentation .

• Maintain organized records for vendors, contracts, licenses, renewals, and other time-sensitive administrative items.

• Escalate unresolved operational, documentation, staffing, billing, or vendor issues to leadership as appropriate.

• Assist leadership with special projects and ongoing operational needs.

• Maintain confidentiality of patient, employee, financial, and organizational information in accordance with HIPAA and company policies.

Qualifications

• Minimum 2 years of hospice experience required.
  
  
• Previous hospice office management, operations, administration, intake, billing, or compliance experience preferred.

• Working knowledge of hospice operations, terminology, workflow, and documentation requirements.

• Experience with hospice EMR systems required; HospiceMD experience preferred.
  
  
• Familiarity with CAHPS, QAPI, and Joint Commission survey readiness preferred.

• Strong organizational skills, attention to detail, and ability to manage multiple priorities.

• Strong written and verbal communication skills.

• Demonstrated ability to take ownership, follow through, problem-solve, and escalate issues appropriately .

• Proficient with Microsoft Office and/or Google Workspace.

• Ability to work independently while effectively collaborating across departments.

What We’re Looking For

We are looking for someone who is proactive, organized, accountable, dependable, and comfortable taking ownership . The ideal candidate notices what needs attention, follows up without constant supervision, communicates clearly, and helps keep the agency running smoothly each day.

Hospice experience is required for consideration.