Hospice Office Manager

Pay: $45,000.00 - $55,000.00 per year

Job description:

Full-time | On-site | Monday–Friday
Salary: $45,000–$55,000

Advanced Hospice is seeking an organized, dependable, and proactive Hospice Office Manager to oversee the day-to-day administrative and operational functions of our Carnegie office. This position serves as a key operational partner to the Branch Director, Clinical Managers, and field staff, helping ensure efficient patient coordination, accurate documentation, regulatory compliance, and consistent office workflows.

The ideal candidate is a strong communicator and problem-solver who takes ownership, follows through on commitments, and can effectively manage competing priorities in a fast-paced hospice environment. The Office Manager will be responsible for keeping office operations organized, identifying workflow issues, coordinating administrative processes, and ensuring outstanding items are addressed promptly.

Responsibilities

• Oversee daily administrative and operational activities of the hospice department, ensuring workflows remain organized, efficient, and on schedule.
• Support referral intake and admission coordination, including gathering patient information, entering referrals, verifying insurance, and monitoring admission status through completion.
• Coordinate patient scheduling and Patient Services Coordinator workflows, ensuring changes, staffing needs, and outstanding issues are communicated appropriately.
• Maintain accurate, complete, and organized patient records; monitor missing documentation, signatures, orders, and other outstanding items and ensure timely follow-up.
• Support administrative pre-bill and admission chart reviews, audit tracking, and follow-up with clinical leadership to resolve deficiencies.
• Oversee hospice election addendum workflows in Homecare Homebase, including document generation, delivery tracking, completion, and follow-up.
• Coordinate medical equipment and supply requests, orders, deliveries, and resolution of service issues.
• Maintain operational reports, spreadsheets, trackers, schedules, and deadline lists; identify delays or potential problems and escalate appropriately.
• Assist with preparation and administrative follow-up for interdisciplinary group (IDG) meetings.
• Provide day-to-day oversight and support of front-office operations, phone coverage, correspondence, and administrative workflows.
• Serve as a professional point of contact for patients, families, referral sources, facilities, vendors, and other healthcare partners.
• Monitor office processes and identify opportunities to improve efficiency, communication, documentation, and follow-through.
• Support onboarding, training, and workflow guidance for administrative staff as appropriate.
• Promote consistent adherence to hospice policies, procedures, confidentiality requirements, and applicable regulatory standards.
• Partner closely with the Branch Director and Clinical Managers to identify operational needs, resolve issues, and maintain continuity of patient services.
• Assist with additional branch operational needs and special projects as assigned.

Qualifications

• High school diploma or equivalent required; additional healthcare or business education preferred.
• 2+ years of experience in hospice, home health, healthcare administration, medical office management, or a related healthcare setting preferred.
• Previous supervisory, office management, or operational coordination experience strongly preferred.
• Homecare Homebase experience strongly preferred.
• Experience with hospice intake, admissions, scheduling, medical records, insurance verification, billing preparation, or clinical documentation preferred.
• Proficiency with Microsoft Office, including Outlook, Excel, and Teams.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Ability to manage multiple priorities, meet deadlines, and independently resolve routine operational issues.
• Strong interpersonal and communication skills with the ability to work effectively with clinical staff, administrative employees, patients, families, referral sources, facilities, and vendors.
• Demonstrated ability to exercise sound judgment when handling confidential patient and employee information.
• Ability to identify workflow problems, take initiative, and escalate issues appropriately.
• Comfortable working in a fast-paced healthcare environment where priorities may change throughout the day.

What We’re Looking For

The successful candidate will be someone who takes ownership of the office, anticipates operational needs, communicates proactively, and ensures that details do not fall through the cracks. This individual should be comfortable serving as a central point of coordination between administrative and clinical teams and should take pride in maintaining an organized, professional, and patient-focused hospice office.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Administrative: 2 years (Required)

Ability to Commute:

• Pittsburgh, PA 15205 (Required)

Work Location: In person