J OB DESCRIPTION
Office Coordinator

R EPORTING RELATIONSHIP:
Supervised by: Administrator
I nterrela�onships: Pa�ents, family, IDT and other health care team members

JOB SUMMARY:
The Office Coordinator helps ensure quality and safe delivery of Hospice services through performing various func�ons,
a nd through coordina�ng with members of the interdisciplinary team. Performs du�es and maintains excellent
communica�on with team members to ensure smooth opera�ons. The Office Coordinator has a wide range of
responsibili�es and must be capable of working efficiently and independently, despite distrac�ons and interrup�ons.
Responsible for coordina�ng the day-to-day ac�vi�es of the office and mul�ple satellite offices.

QUALIFICATIONS:
Educa�onal/Degree: Associates or bachelor’s degree from an accredited university preferred. Degree

i n healthcare strongly preferred.
Training/Licensure: N /A.
Knowledge/Skills/Ability: Demonstrated ability in or applica�on of organiza�onal/communica�on skills and

l eadership skills. Ability to deal effec�vely with high levels of stress. E xcellent skills in
both wri�en and oral communica�on. Organiza�onal skills. Proficiency with computers
a nd related technology.

E xperience: At least one (1) year of administra�ve assistant experience in a Hospice, Skilled Nursing
F acility or other Healthcare program strongly preferred.

Physical Requirements:
Ability to perform the following tasks if necessary:

• Ability to par�cipate in physical ac�vity.
• Ability to work for an extended period while standing and being involved in physical ac�vity.
• Moderate li�ing.
• Ability to do extensive bending, li�ing and standing on a regular basis.

Mental Requirements:
Must be able to work independently, make judgments based on informa�on available and act accordingly. Must be
willing to make decisions based on what is best for the en�re Hospice IDT. Must be flexible, innova�ve and possess good
interpersonal skills. Must be able to cope with mental and emo�onal stress and demonstrate emo�onal stability.
Working Condi�ons:
Be able to tolerate exposure to elements including, but not limited to, odors, blood, body fluids and excrements, adverse
environmental condi�ons and hazardous materials.
Transporta�on:
M ust have a current valid driver’s license, auto liability insurance and reliable transporta�on.

E SSENTIAL FUNCTIONS:
1 . Answers incoming calls; handles or forwards to appropriate personnel.
2. M aintains excellent customer service.
3. Passes messages on to the appropriate team members; maintains posi�ve working rela�onships with team

members, including clinical staff and office staff.
4 . Provides administra�ve support to Leadership as assigned.
5. Updates phone systems as appropriate to ensure 24/7 availability is maintained. No�fies via proper channels if

func�onality of the on-call system fails.

6. U pdates office forms in the Shared Drive as assigned.
7 . Intakes referrals and ensures that informa�on needed for the electronic medical record system is �mely obtained

upon referral and checks for accuracy.
8. Prepares and records notes for mee�ngs as assigned.
9. Runs and disseminates reports as assigned.
10. Communicates with DME to alert them to new hospice pa�ent admissions and provides them with the

a ppropriate informa�on.
11. Follows up with DME order and tracking sheet as needed.
1 2. Orders, stocks and organizes office supplies as needed.
13. Maintains an organized and clean work environment throughout the office.
14. Assists other team members as requested in mailing, faxing, emailing and/or uploading items and/or medical

records.
15. V erifies pa�ent consents are complete and accurate upon pa�ent admission.
16. Monitors the medical records system and completes uploads as needed.
17. Assists team members with making referrals to other agencies, as needed (i.e., nursing home placement and/or

r espite referrals).
18. V erifies and updates the informa�on in the pharmacy benefit management system (i.e., Be�erRx) as needed

when pa�ent informa�on changes.
1 9. Enters data including pa�ent informa�on to the appropriate forms (i.e., administra�ve checklist).
20. Coordinates mailings/deliveries and pickups for FedEx, UPS and USPS as needed.
21. Inputs pa�ent demographic and billing informa�on (i.e. copies of insurance cards) into electronic medical record.
22. C ommunicates with physician offices and facili�es as well as other members of the IDT to assist with

coordina�on of discharge plans, admissions, respite stays and referrals.
2 3. Prepares pa�ent informa�on for case managers prior to IDT and team mee�ngs.
24. No�fies appropriate staff of admissions, discharges as well as pa�ent change of loca�ons and changes in level of

c are. No�fies physicians of deaths.
25. Assists with dissemina�on of materials, forms, and educa�on.
2 6. Coordinates interoffice deliveries between “pods” and corporate office.
27. C oordinates deliveries for gi�s as appropriate. Tracks gi�s related to bereavement, if applicable.
28. A ssists in crea�ng admission packets, admission kits, facility binders, supplies for new pa�ents and other needed

materials for coordina�on of care and smooth opera�ons.
29. Monitors efax and ensures that faxed documents are distributed to the appropriate employees.
30. Manages and executes the Emergency Management plan and adheres to hospice’s emergency

m anagement/preparedness plan and requirements.
31. D isplays a willingness to support policies and procedures and uses appropriate channels for changes of such

policies.
3 2. Serves as a role model for all colleagues by se�ng an example of high standards in dress, conduct, coopera�on

a nd job performance.
33. Observes confiden�ality and safeguards all pa�ent related informa�on.
34. A ccepts responsibility for regular a�endance and punctuality.
35. Serves as a resource person to employees.
36. Ability to u�lize iPad, laptop, PC, and Brightree electronic medical records system, among other technological

c omponents of the job.
37. Other tasks as assigned by Administra�ve team members.
38. W illing to work as part of the team.

_________________________________________________ ______________________
Employee Signature Date