Business Operations Specialist

Arc Hospice & Palliative Care; Gainesville (FL); On-site; USD 36,000 - 41,000; Full time

Job summary

Arc Hospice & Palliative Care in Gainesville, FL is seeking a Business Operations Specialist to serve as the primary operational and administrative support resource for the site, partnering with the Executive Director, Clinical Manager, and other site leaders to coordinate non-clinical workflows.

You will manage provider documentation, Face-to-Face (F2F) encounter processes, census tracking, IDG support, scheduling, supply coordination, and office operations while ensuring regulatory compliance

Qualifications

• Associate's degree required; bachelor’s degree preferred, or equivalent healthcare operations or hospice experience.
• Minimum two years of healthcare administrative, hospice, home health, or related experience preferred.
• Knowledge of provider documentation, scheduling, medical records, and regulatory compliance preferred.

Responsibilities

• Maintain accurate patient records, census information, and data integrity within the EMR.
• Generate operational, census, compliance, and performance reports as requested.
• Coordinate communication, documentation processing, workflow tracking, and follow-up activities to support timely completion of operational and clinical requirements.
• Support audits, surveys, compliance reviews, and other operational initiatives.
• Coordinate and monitor Face-to-Face (F2F) encounter scheduling and completion.
• Track provider documentation requirements, communicate deadlines, and follow up on outstanding items to support regulatory compliance.
• Partner with leaders to identify and resolve documentation or workflow barriers.

Skills

Organizational skills

Communication skills

Time management

Multitasking

Education

Associate's degree

Bachelor’s degree preferred

Tools

MS Office

EMR systems

Job description

At Arc Hospice & Palliative Care, we are united by a mission to bring comfort, dignity, and compassionate support to every patient and family we serve. Join a team where your work has purpose, and your growth is supported.

Job Summary

The Business Operations Specialist serves as the primary operational and administrative support resource for the hospice site. Working in partnership with the Executive Director, Clinical Manager, and other site leaders, this role coordinates the non-clinical components of operational and clinical workflows, including provider documentation, Face-to-Face (F2F) encounter processes, census management, IDG support, scheduling, supply and equipment coordination, technology support, and office operations.

The Business Operations Specialist serves as a central point of coordination by tracking requirements, facilitating communication, processing documentation, monitoring workflow completion, and supporting regulatory compliance and operational efficiency.

Key Responsibilities

• Operations & Administrative Support:
  • Maintain accurate patient records, census information, and data integrity within the EMR.
  • Generate operational, census, compliance, and performance reports as requested.
  • Coordinate communication, documentation processing, workflow tracking, and follow-up activities to support timely completion of operational and clinical requirements.
  • Support audits, surveys, compliance reviews, and other operational initiatives.
  • Maintain organized records, administrative files, and office operations, including mail, deliveries, and facility-related coordination.
• Documentation & IDG Coordination
  • Coordinate administrative aspects of IDG preparation and follow-up, including patient lists, reports, meeting materials, and action items.
  • Facilitate provider documentation workflows, including orders, certifications, recertifications, plans of care, and required signatures.
  • Coordinate and monitor Face-to-Face (F2F) encounter scheduling and completion.
  • Track provider documentation requirements, communicate deadlines, and follow up on outstanding items to support regulatory compliance.
  • Partner with clinical and operational leaders to identify and resolve documentation or workflow barriers.
• Scheduling & Workflow Coordination
  • Support scheduling activities, communicate staffing and schedule updates, and assist leaders in addressing coverage and workflow needs.
  • Monitor assigned workflows and escalating delays, compliance concerns, or outstanding requirements as appropriate.
• Manage office and clinical supply inventory and coordinate vendor deliveries.
• Coordinate the non-clinical aspects of DME ordering delivery, exchange, retrieval, and vendor communication.
• Serve as the site liaison for vendors and operational service providers.
• Monitor inventory and equipment utilization and communicate concerns to leadership.
• Complete on-site I-9 verification for new hires in accordance with company policy.
• Serve as the site liaison for employee technology and equipment, including setup, deployment, retrieval, and return.
• Coordinate first-day employee logistics to ensure workspaces, equipment, system access, and necessary resources are available.
• Support payroll processes by tracking timecard approvals, following up on outstanding items, and partnering with leaders to promote timely and accurate payroll submissions.
• Additional Responsibilities
  • Participate in meetings, training programs, and company communications.
  • Participate in state and accreditation surveys.
  • Demonstrate commitment to organizational mission, values, and service standards.
  • Perform other duties as assigned.

Qualifications

• Associate's degree required; bachelor’s degree preferred, or an equivalent combination of relevant healthcare operations, administrative, or hospice experience.
• Minimum two years of healthcare administrative, hospice, home health, medical office, or related experience preferred.
• Knowledge of provider documentation requirements, scheduling processes, medical records, and regulatory compliance preferred.
• Strong organizational, communication, and follow-up skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and electronic medical record systems.
• Potential career progression: Senior Business Operations Specialist.

Physical Requirements / Working Conditions

This position is primarily office-based and involves regular computer use, telephone communication, and interaction with interdisciplinary team members. The role requires prolonged periods of sitting, walking within the office or facility, and occasional lifting of light materials. Some travel may be required for errands or local support. Must be able to manage interruptions, shifting priorities, and time-sensitive tasks in a collaborative team environment.

The compensation range for this position is shown below and reflects the expected pay range for the role. Arc Hospice & Palliative Care is committed to transparency and equity in all compensation practices.

Final pay is determined based on factors such as experience, licensure, location, and business needs at the time of hire. Some roles may be eligible for additional compensation components consistent with Arc Hospice & Palliative Care practices.

Compensation

$26 - $30 USD

Arc Hospice & Palliative Care is an Equal Opportunity Employer and welcomes applicants from all backgrounds to join us in delivering compassionate, inclusive care. Explore the impact you can make with Arc Hospice today.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Arc Hospice & Palliative Care’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.