Key Areas

Key Responsibilities and Duties of the Job

Office Operations & Customer Service

• Serve as the primary receptionist and first point of contact for employees, volunteers, patients, family members, visitors, and vendors entering or contacting the hospice office.
• Answer, screen, and route incoming telephone calls; take accurate messages and provide general information and assistance as appropriate.
• Receive, process, distribute, and maintain incoming mail and other correspondence, ensuring proper handling of confidential materials.
• Maintain a professional, welcoming, and customer-focused environment that reflects Immanuel's mission and service standards.

Administrative & Clinical Support

• Provide clerical and administrative support to hospice leadership and interdisciplinary team members.
• Support electronic medical record maintenance through document scanning, filing, data entry, record management, and other assigned documentation activities.
• Assist with meeting coordination, preparation of materials, and documentation of meeting minutes for team, quality, and operational meetings.
• Prepare, maintain, and distribute reports, forms, correspondence, and other business-related documents as needed.
• Maintain strict confidentiality of patient, employee, and organizational information in accordance with HIPAA and organizational standards.

Scheduling & Workforce Coordination

• Coordinate and maintain hospice visit schedules utilizing designated scheduling systems and software.
• Assist with the development, maintenance, and communication of staff schedules, calendars, and on-call rotations.
• Support onboarding activities for new hires by coordinating required documentation, communication, and scheduling to ensure a positive and timely onboarding experience.
• Collaborate with leaders and team members to address scheduling changes and operational needs while maintaining continuity of services.

Inventory, Resources & Operational Support

• Monitor and maintain office and medical supply inventories, placing orders and coordinating replenishment as needed.
• Ensure adequate availability of supplies, materials, and resources necessary for daily operations.
• Assist with operational projects, special assignments, and department initiatives that support organizational objectives.
• Prioritize and adjust workload effectively in response to changing demands, deadlines, and business needs.
• Manage office equipment concerns, reporting malfunctions promptly and coordinating resolutions as needed.

Compliance, Quality & Professional Practice

• Perform duties in accordance with Immanuel policies, procedures, regulatory requirements, and ethical business practices.
• Participate in quality improvement and performance improvement activities, identifying and reporting compliance concerns when appropriate.
• Maintain required attendance, training, certifications, and continuing education requirements.
• Participate in department meetings, educational programs, and organization-wide initiatives.
• Support workplace safety, emergency preparedness, infection prevention, and disaster response activities.
• Perform additional duties and responsibilities as assigned to support departmental and organizational success.