Operations Coordinator

About This Role

Operations Coordinator and Office Manager coordinates daily operations across three small to mid-size hospice and home health agencies. This person keeps work moving from referral and intake through admission, case management, and ongoing patient services, ensuring that staff understand their responsibilities and complete tasks on time. The coordinator serves as the first point of contact for routine operational needs and takes ownership of follow-through and resolution.

Responsibilities

• Review on-call reports, pending referrals, admissions, staffing needs, and unresolved issues at the start of each day; establish priorities for each agency
• Direct and coordinate daily administrative tasks within delegated authority
• Assign a responsible person and deadline to each open item, verify completion, and address delays before they disrupt services
• Maintain accurate agency-specific trackers for referrals, admissions, census changes, scheduling, outstanding documentation, and operational issues
• Anticipate coverage gaps, competing deadlines, and process breakdowns; coordinate solutions with the appropriate team members and keep leadership informed
• Oversee the operational flow from referral receipt through admission and handoff to case management
• Follow up on missing information, consents, physician information, eligibility verification, and required admission documents with the responsible staff
• Coordinate with intake and clinical leadership to confirm staff assignments, visit schedules, and timely communication of patient needs to the appropriate disciplines
• Track admission milestones, initial visits, follow-up contacts, and required documentation against agency deadlines; promptly address missing or delayed items
• Coordinate with case managers, facilities, pharmacy, and equipment and supply vendors to resolve service logistics and confirm that requests are completed
• Ensure assigned staff complete post-admission patient or caregiver follow-up and communicate concerns to the appropriate clinician or leader
• Serve as the central operational contact for office staff, field employees, and service partners
• Communicate clearly, respectfully, and consistently across all three agencies
• Confirm that instructions, schedule changes, and assignments are received and understood
• Track requests through completion and communicate the outcome to the person who raised the issue
• Address routine operational concerns professionally; document recurring communication problems and escalate unresolved conflicts or performance concerns to leadership

Requirements

• Prior hospice or home health operations experience, with demonstrated responsibility for intake, scheduling, office coordination, or staff workflow