What are the responsibilities and job description for the Hospice Team Coordinator position at Three Oaks Hospice?
Come join our team at Three Oaks Hospice and our sister companies—Agape Hospice Care, Sage Hospice, Primary and Palliative Care, Elevation Hospice of Colorado, Elevation Hospice, and Primary and Palliative Care of Utah. We are growing and looking for compassionate professionals who want to make a meaningful impact while building a rewarding career in hospice and palliative care.
Together, we share a unified mission to deliver best-in-class care to patients and families. While each organization maintains its own identity and local culture, we operate as one connected network—using shared systems and support to create a smooth, consistent, and candidate-friendly hiring experience.
Why Work For Us
We are committed to being an employer of choice, offering a supportive culture centered on patient care, clinical excellence, and employee success. If you’re looking for purpose, stability, and growth, this is the place to be. Join our team!
POSITION SUMMARY: The Team Manager (TM) provides daily coordination, support, and oversight for an assigned interdisciplinary hospice team. This role ensures that patient care is delivered with compassion, timeliness, and quality in alignment with the hospice plan of care, regulatory requirements, and organizational goals. In addition to facilitating Interdisciplinary Group (IDG) meetings and serving as a liaison between staff, physicians, patients, and leadership, the TM owns the integrity of the Electronic Medical Record (EMR) workflows and team scheduling, ensuring clinical documentation and patient visits are completed accurately and on time. This position is non-remote and non-supervisory, dedicated to ensuring effective workflow management, precise scheduling, and strong operational accountability.
Essential Duties
Together, we share a unified mission to deliver best-in-class care to patients and families. While each organization maintains its own identity and local culture, we operate as one connected network—using shared systems and support to create a smooth, consistent, and candidate-friendly hiring experience.
Why Work For Us
We are committed to being an employer of choice, offering a supportive culture centered on patient care, clinical excellence, and employee success. If you’re looking for purpose, stability, and growth, this is the place to be. Join our team!
POSITION SUMMARY: The Team Manager (TM) provides daily coordination, support, and oversight for an assigned interdisciplinary hospice team. This role ensures that patient care is delivered with compassion, timeliness, and quality in alignment with the hospice plan of care, regulatory requirements, and organizational goals. In addition to facilitating Interdisciplinary Group (IDG) meetings and serving as a liaison between staff, physicians, patients, and leadership, the TM owns the integrity of the Electronic Medical Record (EMR) workflows and team scheduling, ensuring clinical documentation and patient visits are completed accurately and on time. This position is non-remote and non-supervisory, dedicated to ensuring effective workflow management, precise scheduling, and strong operational accountability.
Essential Duties
- Coordinate daily operations of the assigned hospice team, ensuring patient care follows the plan of care and regulatory standards.
- Monitor admissions, visits, and transitions of care to maintain a strong focus on speed to care and patient/family satisfaction.
- Oversee team scheduling to ensure equitable caseloads, timely adjustments for patient needs, seamless coordination with Intake/On-Call/Triage, and monitoring of productivity to address gaps or escalate staffing concerns.
- Processes and tracks all updates to the patient record — including deaths, discharges, revocations, changes in location, level of care, next of kin, contact details, and other required information — to ensure accuracy and completeness.
- Facilitate IDG meetings under the direction of the Director of Clinical Operations (DCO), ensuring timely updates, thorough eligibility reviews, and effective interdisciplinary communication, while serving as scribe and completing all documentation during the meeting.
- Collaborate with physicians to ensure timely certifications, effective symptom management, and coordinated care, with all physician orders promptly signed, dated, and accurately uploaded into the EMR.
- Coordinates with external agencies to manage patient transfers and facilitate care for patients relocating or leaving the service area under a travel contract.
- Collaborates with leadership to ensure all Face-to-Face (F2F) visits are scheduled on time, providers are promptly notified, and documentation is accurate, compliant, and completed in the EMR.
- Runs scheduled EMR reports to monitor performance trends, identify bottlenecks, and resolve outstanding items such as scheduling issues, unverified visits, and bill-hold tasks.
- Serve as a key EMR workflow owner for the assigned team, ensuring all documentation, tasks, and orders are accurate, compliant, and completed within required timelines; escalate deficiencies promptly to leadership.
- Provide training and support to team members on effective EMR use while collaborating with leadership and the EMR team to escalate system issues and recommend workflow improvements.
- Ensure team practices remain compliant with Medicare Conditions of Participation, state regulations, and accreditation standards.
- Participate in QAPI initiatives and support the implementation of performance improvement plans within the team.
- Collaborate with the Director of Clinical Operations (DCO) to monitor caseload ratios, productivity, and workflow efficiency.
- Assist leadership with corrective action plans when performance metrics fall below expectations.
- Serve as the central communication link between the interdisciplinary team, physicians, facility partners, and leadership.
- Escalate patient/family concerns promptly and participate in service recovery efforts.
- Promote a culture of accountability, collaboration, and professional growth within the team.
- Perform other duties as assigned.
- Licensed Practical Nurse or two (2) years of experience in a healthcare setting.
- Strong knowledge of hospice philosophy, end-of-life care, and pain/symptom management principles.
- Proven ability to work effectively within an IDG.
- Proficient in Electronic Medical Records (EMR) systems. Homecare Homebase strongly preferred.
- Thorough understanding of Medicare, Medicaid, and accrediting body standards (ACHC, CHAP, or Joint Commission).
- Knowledge QAPI programs, compliance audits, and performance improvement initiatives.
- Ability to analyze operational and clinical data for continuous improvement.
- Excellent oral and written communication skills, ability to interact effectively with patients, families, staff, and physicians.
- Strong problem-solving and decision-making abilities in a fast-paced environment.
- High level of professionalism, emotional intelligence, and customer service orientation.