Hospice Operations Coordinator, Brooklyn

The Hospice Operations Coordinator is a key member of the Hospice Care team within VNS Health Hospice Care. Reporting to Hospice Operations Manager, this role provides comprehensive administrative and coordination support to their assigned Team Manager and Interdisciplinary Group (IDG) team. The Hospice Operations Coordinator facilitates the daily operations of the hospice team by managing communication, scheduling, and documentation activities that support timely, high-quality patient care. This role ensures smooth coordination between patients, families, staff, and vendors, while upholding VNS Health's standards of compassionate service and operational excellence.

What We Provide

• Paid time off (PTO) and 9 company holidays 
• Health insurance including Medical, Dental, and Vision as part of the 1199 SEIU union membership403(b) retirement savings program
• Personal and financial wellness programs  
• Opportunities for professional growth and career advancement  

What You Will Do

• Serves as the primary administrative liaison for the assigned hospice team, ensuring efficient communication between clinicians, patients, families, and vendors.
• Manages patient care coordination activities including scheduling of hospice discipline visits (excluding CHHA) per physician orders.
• Collaborates with the Intake team, Team Manager, and IDG to support patient admissions, transitions, and coordination of care.
• Coordinates durable medical equipment (DME), pharmacy, and supply requests with approved vendors to ensure timely delivery.
• Prepares, facilitates, and closes IDG meetings in accordance with regulatory and compliance requirements. (does not apply to After Hours roles)
• Monitors patient service documentation for completeness and timeliness; advises appropriate staff of missing and overdue documents.
• Obtains signatures for from providers on outstanding medical orders to meet billing and regulatory requirements.
• Prepares, facilitates, and closes IDG meetings in accordance with regulatory and compliance requirements.
• Tracks and monitors Plan of Care compliance, ensuring visit frequencies and documentation are completed as required.
• Serves as the primary administrative liaison for the hospice After Hours team, ensuring efficient communication between clinicians, patients, families, and vendors.
• Manages patient care coordination activities including scheduling of hospice discipline visits (excluding CHHA) per physician orders.
• Collaborates with the After Hours Supervisiors, Leadership, and Field Staff to support patient admissions, transitions, and coordination of care.
• Coordinates durable medical equipment (DME), pharmacy, and supply requests with approved vendors to ensure timely delivery.
• Prepares, facilitates shift change reports as requested by After Hours leadership
• Monitors patient service documentation for completeness and timeliness; advises appropriate staff of missing and overdue documents.
• Prepares, facilitates shift change reports as requested by After Hours leadership
• Tracks and monitors Plan of Care compliance, ensuring visit frequencies and documentation are completed as required.
• Provides administrative and clerical support including data entry, correspondence, scheduling, and document preparation.
• Reviews patient documentation and verifies completeness of non-clinical data prior to processing.
• Maintains organized team schedules, calendars, and communication logs to support operational efficiency.
• Develops and maintains streamlined workflows to manage task prioritization and completion.
• Participates in departmental meetings and contributes to quality improvement initiatives.
• Provides exemplary customer service to patients, families, clinicians, and internal staff.
• Manages incoming calls, messages, and inquiries, ensuring timely response and issue resolution.
• Escalates clinical or complex concerns appropriately to the Team Manager or Patient Care Manager.
• Communicates appointment schedules, updates, and changes to patients, caregivers, and field staff.
• Participates in special projects and performs other duties as assigned.

Education:

• Associate's Degree in Healthcare or related field preferred or
• High School Diploma and equivalent relevant experience considered

Work Experience:

• Minimum of two years of administrative or customer service experience in healthcare or hospice environment required
• Proficiency in Microsoft Office and electronic health record systems (HCHB preferred). preferred
• Ability to multitask, prioritize, and manage complex workflows in a fast-paced setting. required
• Excellent communication, customer service, and interpersonal skills with strong attention to detail. required
• Bilingual skills preferred. preferred