OFFICE MANAGER

General Description: Responsible for management of daily office routine and related operational activities of the agency in accordance with Hospice policies and procedures.

Level of Responsibility: Direct supervision from the Operations Director.

Duties and Responsibilities:

• Responsible for first line greeting of visitors and communication with the public.
• Maintain a positive work environment by acting and communicating with internal and external contacts in a manner that actively promotes teamwork, problem resolution, and customer satisfaction.
• Manage phone calls and messages, including night and on-call settings and messages.
• Perform miscellaneous typing, copying, data entry, and layout of forms, reports, letters, lists, pamphlets, etc. Maintain demographics.
• Open, stamp, and route mail daily. Log incoming funds and endorse checks.
• Handle correspondence, including thank you letters for donations, greeting cards, etc.
• Maintain inventory and reorder office and medical supplies.
• Prepare new patient charts; maintain on call binders and distribute to staff.
• Maintain Staff and Physician telephone/address lists;
• Assist with fundraising, publicity, and public relations.
• Assemble admission packets - blank
• Put together charts and do admission paperwork checklist
• Break down charts and do discharge paperwork checklist
• Process IDT’s after completion – make copies for doctors and facilities and file originals
• Assist with pick up and delivery of documents & supplies to physician offices, pharmacies, patients and facilities – both physically and electronically.
• Track due dates for care plans and recertification’s, and provide reminders to appropriate staff members
• Other duties as requested by the Executive Director.

Experience: Two years of office experience preferred.

Qualifications:

• Ability to maintain confidentiality in all matters related to patients and staff.
• Excellent typing skills with basic computer knowledge and willingness to learn specialized computer programs.
• Ability to present a calm and professional demeanor at all times.
• Demonstrated ability to work with diverse team.
• Ability to assess, prioritize, and complete work according to deadlines.
• Willingness to dedicate the time necessary to accomplish assigned tasks.
• Must take initiative in following up multiple tasks
• Ability to keep track of many things simultaneously in an organized manner
• Problem solving skills. Able to negotiate new situations and apply knowledge
• Ability to delegate, track and follow up multitude of items.