Office Manager
Job Description
Job Description
Hospice Office Manager for St. Paul Hospice
Department: St. Paul Hospice
Reports To: Hospice Administrator
Status: Part-Time, Benefit Eligible.
Hours: 64-Hours biweekly, Monday-Friday
Pay Range: $24-$31
Position Summary
St. Paul Hospice, a part of St. Paul Elder Services, Inc. located in Kaukauna, Wisconsin is hiring a Hospice Office Manager! The Hospice Office Manager is responsible for the day-to-day administrative coordination of hospice operations, with a primary focus on regulatory compliance, documentation accuracy, billing support, audit readiness, and office organization. This role ensures all hospice records, processes, and billing practices align with federal, state, and payer requirements while supporting the interdisciplinary team in delivering high-quality hospice services.
The ideal candidate will have prior healthcare office management experience, with strong preference given to candidates with direct hospice experience and knowledge of hospice regulations, documentation standards, and reimbursement processes.
Essential Responsibilities
Compliance & Regulatory Oversight
- Maintain hospice records and documentationin accordance withCenters for Medicare & Medicaid Services hospice Conditions of Participation.
- Trackand/or auditrequired compliance documentation, certifications, physician orders, consents, and recertifications.
- Monitor deadlines for required regulatory paperwork and ensure completion within required timeframes.
- Prepareandassistwith gathering required documents andinformationfor internal and external audits, surveys, and compliance reviews.
- Conduct routine chart audits for completeness, accuracy, and regulatory adherence.
- Assistleadership with policy updates tomaintaincompliance with hospice rules and regulations.
Documentation & Administrative Coordination
- Manage filing systems for patient records, contracts, staff documentation, andrequiredoperational records.
- Ensuretimelyprocessing and organization of all hospice paperwork.
- Maintain logs, reports, and tracking systems related to admissions, discharges, certifications, and quality measures.
- Support interdisciplinary team documentation needs and workflow organization.
Billing & financial support.
- Process and coordinate hospice billing documentation accurately andtimelyin coordination with the business office.
- Verify supporting documentationrequiredfor billing submission.
- Assistwith claim tracking, denial follow-up, and billing corrections when needed, in coordination with the business office.
- Collaborate withbusiness officeassociatesto ensurereimbursementaccuracy.
Operational Support
- Serve as administrative support for hospice leadership and team operations.
- Coordinate communication related to records, documentation requests, andcompliancefollow-up.
- Assistwith data collection for quality improvement initiatives.
- Support onboarding paperwork and administrative requirements for hospice staff as needed.
Qualifications
Required
- High school diploma or equivalent.
- Minimum 3 years of administrative experience in healthcare
- Strong organizational skills and high attention to detail
- Proficiencyin electronic medical records and office software
- Ability to manage multiple deadlines and confidential information
Preferred
- Associate or BachelorDegree in a business-related field desirable
- Prior experience in Hospice Care administration
- Knowledge of hospice billing processes
- Experience with hospice compliance, audits, and regulatory requirements
- Familiarity with Centers for Medicare & Medicaid Services hospice regulations
- Understanding of survey readiness and documentation standards
Key Skills
- Strong compliance mindset
- Detail-oriented documentation review
- Independent problem-solving
- Excellent communication and follow-through
- Ability tomaintainconfidentiality and professionalism
Benefit package includes: Paid time off, 403(b) retirement, Health, Dental, Vision, Life, Short term and Long term disability