Hospice Team Coordinator/Administrative Assistant

Faith & Family Hospice; Marlborough (MA); On-site; USD 40,000 - 60,000; Full time

Job summary

A family-owned hospice organization seeks a Team Coordinator/Administrative Assistant to provide essential administrative support and ensure smooth operations in delivering quality patient care. The role involves managing patient records, scheduling, and assisting clinical teams, requiring a structured individual with healthcare experience and strong communication skills.

Qualifications

• One-year experience as a Certified Nursing Assistant required.
• Healthcare office experience, preferably in hospice or home health setting.
• Knowledge of HIPAA and medical terminology essential.

Responsibilities

• Coordinate daily office and clinical support functions.
• Manage patient records and internal communications.
• Prepare materials for Interdisciplinary Group (IDG) meetings.

Skills

Interpersonal communication

Organizational skills

Attention to detail

Multitasking

Education

High school diploma

Associate degree or higher preferred

Tools

EMR systems

Microsoft Office Suite

Job description

Faith and Family Hospice is a caring, family-owned organization with an uncompromising dedication focused on comfort and quality-of-life for patients, families and caregivers.

Do you have a Hospice Heart? If so, we want to talk to you!

Team Coordinator/Administrative Assistant

Job DESCRIPTION Summary

The Team Coordinator/Administrative Assistant is a vital administrative support role responsible for coordinating daily office and clinical support functions. This individual assists in managing patient records, internal communications, supply logistics, and administrative compliance to ensure smooth operations and support quality patient care. The position requires exceptional organizational skills, attention to detail, and the ability to work independently while supporting both clinical and business office teams.

Essential Job Functions/Responsibilities

• Serve as the second point of contact on phones; professionally receive and triage incoming calls from patients, families, staff, referral sources, and vendors.
• Field patient and staff calls and route to the appropriate recipient, including Administrator, Team Director (TD), or clinical leadership.
• Print and prepare daily on-call reports and place in designated binders.
• Run and distribute weekly reports for all outstanding documentation needs.
• Manage hospice aide schedules
• Preform Hospice aide visits if coverage is necessary
• Perform consent audits to ensure completeness and accuracy; coordinate timely corrections when needed.
• Prepare all materials for IDG, including MARs, PPOCs, and COTIs; collate FTF paperwork with PPOC for physician review.
• Send CTI/PPOC documents for signatures; check technical dates, benefit periods, and ensure documentation is accurate and timely.
• Manage all documents requiring signatures by physicians/NP's, scan into the EMR, and distribute appropriately.
• Prepare for and scribe Interdisciplinary Group (IDG) meetings; print required documents including MARs, PPOC, CTIs, and FTF materials for physician review.
• Upload meeting documentation to appropriate systems and distribute IDG minutes
• Monitor and maintain the recertification and FTF calendars; schedule all recertifications for IDG.
• Schedule and track FTF visits with NPs; ensure completion prior to IDG meetings.
• Run monthly reports identifying outstanding clinical and compliance documentation.
• Collaborate with clinical and leadership teams to ensure new team members are ready for field deployment.
• Order, track, and manage supply inventory: approve orders and maintain organized supply closet.
• Order, track and manage all DME orders including delivery, maintenance calls and equipment pick up.
• Establish and maintain a supply tracking system to monitor usage and reorder needs.
• Check weekly for expired supplies; maintain compliance with storage guidelines.
• Gather, pack, and distribute clinical and personal care supplies for aides, admissions, and field staff.
• Participate in quality assurance, compliance reviews, and internal audits as directed.
• Scan, file, and upload patient and administrative documents into the EMR and other designated systems as needed.
• Maintain general office supplies, reorder as needed and support day-to-day office needs.
• Adhere to all organizational policies, procedures, and compliance regulations.
• Perform additional administrative duties as assigned by the Director of Clinical Services, Business Office Manager, or other leadership personnel.
  
  

Qualifications

• High school diploma required, associate degree or higher preferred
• Minimum of one-year experience as a Certified Nursing Assistant
• Healthcare office experience, preferably in a hospice or home health setting
• Proficiency in EMR systems and Microsoft Office Suite
• Knowledge of HIPAA, medical terminology, and documentation workflows
• Strong interpersonal, written, and verbal communication skills
• Ability to multitask, prioritize, and remain organized in a fast-paced environment
• Professional demeanor and ability to maintain confidentiality
• Ability to work both independently and as a collaborative team member
  
  

Conditions Of Employment

• Employment contingent upon passing required criminal background checks and drug screening on hire and randomly.
• Employees are required to remain fully vaccinated against COVID-19, Influenza, and other transmissible diseases or provide an approved exemption.
• Must maintain a valid driver's license and appropriate vehicle insurance.
• Compliance with TB testing and health screenings required.
• Adherence to required annual trainings and education.
• State-specific employment conditions may apply.
  
  

Working Conditions And Physical Effort

Typical hours are Monday - Friday, 8:30 a.m. - 5:00 pm, in person., with additional hours as needed based on agency needs.

Occasional regional travel (<25%) may be required.

Physical demands include sitting, standing, walking, lifting up to 20 lbs. regularly and up to 50 lbs. occasionally, and routine use of computers and telephones.

Must be able to operate standard office equipment and demonstrate proficiency in using technology in day-to-day operations.