Hospice Office Coordinator

Gentiva; Milton (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Gentiva is seeking an Office Coordinator to support daily branch operations for our hospice team, ensuring accurate medical records, patient care coordination, and essential administrative tasks.

You will maintain records, assist admissions, handle HR processes for staff, and serve as a liaison to IT, HR, and Compliance. A high school diploma and 3+ years in healthcare are required; proficiency in Microsoft Office and HomeCare HomeBase EMR is preferred.

Qualifications

• High school diploma required.
• Three years of healthcare experience minimum.
• Strong preference for medical records experience.
• Proficiency in Microsoft Office and EMR systems.
• Ability to manage records, scheduling, and documentation.
• Excellent written and verbal communication.

Responsibilities

• Maintain and close medical records per policy.
• Review records for documentation standards.
• Identify and obtain missing chart information including signatures.
• Manage release of information and distribute copies.
• Collaborate with clinical staff to support admissions.
• Conduct medical record audits as requested.
• Purge closed cases and archive records.
• Support hospice quality improvement programs.
• Oversee HR processes, contracts, and personnel files for staff.
• Assist with new hire orientation and onboarding.
• Serve as liaison to IT, HR, and Compliance.
• Prepare weekly schedules and coordinate with leadership.
• Coordinate interdisciplinary team meetings and care coordination communication.
• Handle phones, supplies, and data entry.
• Process accounts payable and route invoices.
• Complete annual compliance training.

Skills

Microsoft Office Suite

EMR systems

Organizational skills

Communication skills

Adaptability

Interpersonal skills

Education

High school diploma

Tools

HomeCare HomeBase

Job description

Overview

Expand Access. Build Partnerships. Transform Care.

The Office Coordinator plays a vital role in supporting daily branch operations and ensuring compliance with non-clinical policies and practices. This position is key to maintaining accurate medical records, coordinating patient care, and providing essential administrative support to the hospice team.

Essential Functions of the Position

• Maintain and close medical records per policy.

• Review records to ensure compliance with documentation standards.

• Identify and obtain missing chart information, including physician signatures and other required documentation.

• Manage appropriate release of information, including obtaining authorizations and distributing copies.

• Collaborate with clinical staff to support timely admissions.

• Conduct medical record audits as requested.

• Purge closed cases, prepare records for archival, and maintain the master patient index.

• Participate in hospice quality assessment and performance improvement programs.

• Oversee tactical HR processes, contracts, and personnel files for staff and contractors.

• Support branch leader with new hire orientation and onboarding.

• Serve as a resource connecting staff to IT, HR, and Compliance as needed.

• Prepare weekly schedules, review for productivity and geographic efficiency, and coordinate with the Executive Director for approval.

• Coordinate interdisciplinary team meetings and manage care coordination communication.

• Provide administrative support including answering phones, ordering supplies, and data entry.

• Process accounts payable and route invoices as needed.

• Complete annual compliance training and attend in-services as required.

• Perform other duties as assigned.

About You

Education

• High school diploma required.

Experience

• Minimum of three years of experience in the healthcare industry.

• Strong preference for medical records experience.

Skills & Qualifications

• Proficiency in Microsoft Office Suite and Electronic Medical Records systems (HomeCare HomeBase preferred).

• Strong organizational, record keeping, filing, typing, and time management skills.

• Excellent oral and written communication skills.

• Ability to adapt to changing tasks with flexibility and professionalism.

• Strong interpersonal skills with the ability to communicate effectively across diverse backgrounds.

• Demonstrated maturity, cooperation, and tact in the workplace.

We Offer

Benefits for All Associates (Full-Time, Part-Time & Per Diem):

• Competitive Pay
• 401(k) with Company Match
• Career Advancement Opportunities
• National & Local Recognition Programs
• Teammate Assistance Fund

Additional Full-Time Benefits:

• Medical, Dental, Vision Insurance
• Mileage Reimbursement or Fleet Vehicle Program
• Generous Paid Time Off + 7 Paid Holidays
• Wellness Programs (Telemedicine, Diabetes Management, Joint & Spine Concierge Care)
• Education Support & Tuition Assistance (ASN to BSN, BSN to MSN)
• Free Continuing Education Units (CEUs)
• Company-paid Life & Long-Term Disability Insurance
• Voluntary Benefits (Pet, Critical Illness, Accident, LTC)

Legalese

• This is a safety-sensitive position

• Employee must meet minimum requirements to be eligible for benefits

• Where applicable, employee must meet state specific requirements

• We are proud to be an EEO employer

• We maintain a drug-free workplace