Healthcare Administrative Assistant

Hospice Business Office Manager (Office Administrator)

General Position Description: The Business Office Manager is responsible for coordinating office functions in accordance with state, federal, and local regulations. Addresses and supports the individual needs of employees and patients. The Business Office Manager reports to the Hospice Administrator.

Role Expectations:

• Responsible for managing all office functions and processes, including clerical, personnel, medical records, office machines, and payroll.
• Assists in billing process and financial functions as needed.
• Payroll process to ensure timely and accurate communication, documentation, and troubleshooting
• Oversees hospice communication tools, including pagers, telephones, tablets, and mail, and tracking of physician orders.
• Accounts payable and related communications.
• Medical and office supply ordering, stocking, inventory, etc.
• Building space maintenance and related communications.
• Work with Interdisciplinary Group/Team to ensure patient/family needs are met.
• Communicate with attending physicians, hospice physicians, and other physicians involved in the patient’s care.
• Interface with Support Center: closing deadlines; financial and statistical reporting
• Data entry and use of Electronic Health Records for patient care and business operations
• Ensures timely, accurate, appropriate and customer service assured flow of communication through excellence in reception and office telecommunication processes.
• Maintains adequate stock and ensures appropriate inventory control of all medical and office supplies, forms, educational materials, etc. to meet the immediate, short-term, long term and ongoing needs of the team
• Promotes the Hospice’s philosophy and administrative policies.
• Performs on-call responsibilities and provides on-call services to patients and their families as assigned.
• Uses effective interpersonal relations and communication skills to ensure patient expectations are exceeded.
• Contributes operational results and compares them with established goals and objectives, working toward continuous improvement.
• Oversite Administrative/Clerical Team members, including Business Support Staff.

Education and experience:

• Education: High school graduate with a bachelor’s in administration or healthcare leadership preferred.
• Experience: Minimum of 2 years’ office experience required; healthcare environment preferred. Experience in management of hospice operations, community resources, healthcare operations, and leadership preferred.
• Licensure: Not required.
• Skills: Working knowledge of community resources and Microsoft Office products
• Proven ability to supervise and direct professional and administrative personnel in a multi-site home health/hospice environment.
• Self-directed and motivated.
• Ability to establish and maintain effective working relationships with the Interdisciplinary Group/Team (IDG/T) and the community
• Ability to maintain confidential information.
• Knowledge of state and federal regulations.
• Transportation: Reliable transportation and valid auto liability insurance.

Physical Requirements:

• Range of motion and mobility of self to include sitting, standing, walking, bending, stooping, squatting, kneeling, lifting and reaching.
• Ability to communicate with patients, families, physicians, co-workers, and visitors to be able to exchange accurate information regarding patient condition and health status. Ability to exchange and express information by means of language and communicate information effectively.
• Ability to hear the nature of sounds. Ability to give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times.
• Ability to make independent judgments and decisions. Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to monitor/assess the performance of yourself and others and to make improvements or take corrective action.
• Ability to view the computer screen.
• Ability to perform mathematical calculations.
• Ability to review, assess, record or type data quickly and accurately.
• Ability to determine resources needed to provide quality patient care.
• Ability to travel to office/support center locations as needed for education purposes.