Hospice Office Coordinator

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.

Essential Functions of the Position

• 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.

About You

Education

• High school diploma required.

Experience

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

Skills & Qualifications

• Proficiency in Microsoft Office Suite and Electronic Medical Records systems (HomeCare HomeBase 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.

We Offer

Benefits for All Associates (Full-Time, Part-Time & Per Diem):

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

Additional Full-Time Benefits:

• 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)

Apply Today – Help Us Transform Care Together.

Legalese

• 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.

Location

Heartland Hospice

Our Company

At Heartland Hospice, part of Gentiva, it is our privilege to offer compassionate care in the comfort of wherever our patients call home. We are a national leader in hospice care, palliative care, home health care, and advanced illness management, with nearly 600 locations and thousands of dedicated clinicians across 38 states.

Our place is by the side of those who need us – from helping people recover from illness, injury, or surgery in the comfort of their homes to guiding patients and their families through the physical, emotional, and spiritual effects of a serious illness or terminal diagnosis.

Our nationwide reach is powered by a family of trusted brands that include:

• Hospice care: Gentiva Hospice, Emerald Coast Hospice Care, Heartland Hospice, Hospice Plus, New Century Hospice, Regency SouthernCare, SouthernCare Hospice Services, SouthernCare New Beacon
• Palliative care: Empatia Palliative Care, Emerald Coast Palliative Care
• Home health care: Heartland Home Health
• Advanced illness management: Illumia Health

With corporate headquarters in Atlanta, Georgia, and providers delivering care across the U.S., we are proud to offer rewarding careers in a collaborative environment where inspiring achievements are recognized – and kindness is celebrated.