Office Manager

Job Description:

About Us:  

Affinity Hospice is one of the fastest growing, privately held hospice organizations in the country. We are passionate about giving exceptional care to our hospice patients and their families. We believe the care we provide truly matters and we would love to have you join our nationally recognized team! 

What We Offer:  

• Paid Time Off (PTO), Sick Time, and Holiday Pay 

• Gas Card Program and Car Maintenance Stipend 

• Benefit Package (Medical, Dental, Vision and more) for full-time employees 

• 401K 

• Employee Assistance Program 

• Tuition Reimbursement for eligible employees 

• Internal Company Advancement 

• Free end of life training 

Position Summary: 

The Office Manager is responsible for overseeing daily office operations within a hospice setting, ensuring efficiency, compliance, and exceptional service. This role includes administrative support, compliance monitoring, and coordination of office activities to enhance overall organizational effectiveness 

Hours / Schedule:  

Full Time, Monday – Friday, 8:00am – 5:00pm  

Minimum Qualifications:  

• Associate degree in a related field from an accredited college or university, or international equivalent (preferred). 

• Previous healthcare experience (preferred). 

• Background in secretarial work and computer proficiency (preferred). 

• Current CPR certification. 

• Valid driver’s license with access to an insured, reliable vehicle in compliance with state and/or organizational requirements. 

Key Responsibilities:  

• Provide exceptional service to patients, families, referral sources, coworkers, and other stakeholders. 

• Assist team members as needed to maintain high service standards. 

• Demonstrate professional telephone etiquette, answering and directing calls 

• promptly. 

• Welcome and assist guests in a courteous manner. 

• Manage incoming, outgoing, and interoffice mail. 

• Perform administrative tasks, including typing, faxing, and copying. 

• Partner with the Human Resources on and branch support/needs 

• Input billing data into the computer system. 

• Order and maintain accurate records of medical equipment and supplies. 

• Ensure clinical records comply with policies, state, federal, and ACHC regulations  

• Protect the confidentiality of patients and organizational information. 

• Forward copies of clinical records to authorized personnel as per policy. 

• Conduct routine administrative record audits and report findings to the education and compliance department/agency leadership. 

• Monitor and follow up on missing or incomplete documentation, including 

• unsigned physician orders, plans of care, face to face documentation.  

• Escalate efforts to obtain missing documentation based on the outstanding length of time and keep leadership informed. 

• Provide basic IT support for staff. 

• Communicate updates regarding admissions, discharges, visits, schedules, and clinical meetings as directed. 

• Track and record staff PTO. 

• Maintain records of admissions, discharges, IDTs, certification, and recertification for all branch staff members. 

• Assist with audits of patient information as needed. 

• Keep accurate mailing lists of employees, patients, volunteers, medical directors, physicians, and nursing facilities, updating the Corporate Office as necessary. 

• Participate in community activities such as health fairs, conventions, and education programs as assigned.  

• Perform other duties as assigned to support department goals and initiatives. 

Affinity Hospice is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.