Business Operations Specialist

Job Summary

The Business Operations Specialist serves as the primary operational and administrative support resource for the hospice site. Working in partnership with the Executive Director, Clinical Manager, and other site leaders, this role coordinates the non-clinical components of operational and clinical workflows, including provider documentation, Face-to-Face (F2F) encounter processes, census management, IDG support, scheduling, supply and equipment coordination, technology support, and office operations.

The Business Operations Specialist serves as a central point of coordination by tracking requirements, facilitating communication, processing documentation, monitoring workflow completion, and supporting regulatory compliance and operational efficiency.

Key Responsibilities

• Operations & Administrative Support:
  • Maintain accurate patient records, census information, and data integrity within the EMR.
  • Generate operational, census, compliance, and performance reports as requested.
  • Coordinate communication, documentation processing, workflow tracking, and follow-up activities to support timely completion of operational and clinical requirements.
  • Support audits, surveys, compliance reviews, and other operational initiatives.
  • Maintain organized records, administrative files, and office operations, including mail, deliveries, and facility-related coordination.
• Documentation & IDG Coordination
  • Coordinate administrative aspects of IDG preparation and follow-up, including patient lists, reports, meeting materials, and action items.
  • Facilitate provider documentation workflows, including orders, certifications, recertifications, plans of care, and required signatures.
  • Coordinate and monitor Face-to-Face (F2F) encounter scheduling and completion.
  • Track provider documentation requirements, communicate deadlines, and follow up on outstanding items to support regulatory compliance.
  • Partner with clinical and operational leaders to identify and resolve documentation or workflow barriers.
• Scheduling & Workflow Coordination
  • Support scheduling activities, communicate staffing and schedule updates, and assist leaders in addressing coverage and workflow needs.
  • Monitor assigned workflows and escalating delays, compliance concerns, or outstanding requirements as appropriate.
• Supply, Equipment & Vendor Coordination
  • Manage office and clinical supply inventory and coordinate vendor deliveries.
  • Coordinate the non-clinical aspects of DME ordering delivery, exchange, retrieval, and vendor communication.
  • Serve as the site liaison for vendors and operational service providers.
  • Monitor inventory and equipment utilization and communicate concerns to leadership.
• Workforce & Technology Support
  • Complete on-site I-9 verification for new hires in accordance with company policy.
  • Serve as the site liaison for employee technology and equipment, including setup, deployment, retrieval, and return.
  • Coordinate first-day employee logistics to ensure workspaces, equipment, system access, and necessary resources are available.
  • Support payroll processes by tracking timecard approvals, following up on outstanding items, and partnering with leaders to promote timely and accurate payroll submissions.
• Additional Responsibilities
  • Participate in meetings, training programs, and company communications.
  • Participate in state and accreditation surveys.
  • Demonstrate commitment to organizational mission, values, and service standards.
  • Perform other duties as assigned.

Qualifications

• Associate's degree required; bachelor's degree preferred, or an equivalent combination of relevant healthcare operations, administrative, or hospice experience.
• Minimum two years of healthcare administrative, hospice, home health, medical office, or related experience preferred.
• Hospice operations experience preferred.
• Knowledge of provider documentation requirements, scheduling processes, medical records, and regulatory compliance preferred.
• Strong organizational, communication, and follow-up skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and electronic medical record systems.
• Potential career progression: Senior Business Operations Specialist.

Physical Requirements / Working Conditions 

This position is primarily office-based and involves regular computer use, telephone communication, and interaction with interdisciplinary team members. The role requires prolonged periods of sitting, walking within the office or facility, and occasional lifting of light materials. Some travel may be required for errands or local support. Must be able to manage interruptions, shifting priorities, and time-sensitive tasks in a collaborative team environment.