Job Description

Are you a master of multitasking with a passion for supporting those who provide care? We are seeking an  Office Coordinator  to join our clinical team in our Collin office. In this role, you will be the central hub of our hospice operations, facilitating vital communications between patients, families, and our medical staff. If you are an organized professional who thrives in a fast-paced environment and is dedicated to clinical excellence, we invite you to apply.

For nearly 100 years, the  Visiting Nurse Association of Texas (VNA) has been a trusted pioneer in hospice care, helping our neighbors age with dignity and independence. Our mission-driven work spans 16 counties across North Texas—including Collin, Dallas, Denton, Kaufman, and Tarrant to rural communities in Fannin and Navarro—ensuring no one faces life's transitions alone. As a non-profit, we prioritize people over profits, treating every patient like family and maintaining a gold standard of clinical excellence. Beyond hospice, our community roots run deep through programs like Meals on Wheels.

We offer a competitive salary and a comprehensive benefits package, including medical, dental, vision, and short- and long-term disability coverage. Employees also receive a 401(k) with a 6% company match and two-year vesting, generous PTO with six paid holidays and flexible days, professional development and education reimbursement opportunities, and the support of a mission-driven work environment.

Job Summary

As an Office Coordinator, your primary mission is to facilitate the communication functions of the business office and provide administrative support for the hospice and palliative teams. You will manage the flow of hospice work, ensuring timely assignments for clinical staff and maintaining the documentation standards required for high-quality care.

Key Responsibilities

• Communication Hub:  Competently handle a multi-line phone system, directing calls to appropriate personnel and assisting patients and families with immediate needs.
• Clinical Scheduling:  Facilitate timely assignments for clinical staff under the direction of the Director of Hospice and send admission information to nurses promptly.
• Team Coordination:  Prepare paperwork for IDT meetings every 15 days, ensuring all timeframes meet Conditions of Participation (COP) and updating the team on patient changes.
• Logistics & Supplies:  Order and track Durable Medical Equipment (DME) for patient admissions, manage office and clinical supply inventory, and coordinate volunteer assignments.
• Administrative Support:  Provide clerical support including data entry (Excel, Word, and Netsmart EMR), mail distribution, and the preparation of admission, orientation, and new hire packets.
• Billing & Compliance:  Ensure processes are followed to allow for timely billing of claims and submit "Face to Face" lists to physicians by required deadlines.

Qualifications

• Education: High School Graduate required; College degree preferred.
• Experience: One (1) year of general office experience;  medical office experience is preferred .
• Skills: Excellent computer skills (Microsoft Office and EMR navigation) and phone etiquette. Knowledge of medical terminology is a plus.
• Requirements:  
  • Strong organizational skills and the ability to prioritize tasks to meet patient needs.
  • Reliable transportation for local travel.
  • Ability to pass a criminal background check.

Working Conditions

This position operates in a routine office environment with a moderately high noise level. You should be prepared for a flexible schedule, including occasional extended hours and local travel in inclement weather. The role involves prolonged sitting and frequent reaching or stooping to access files, with the ability to occasionally lift or move items weighing up to 50 lbs.

The Visiting Nurse Association of Texas is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by federal, state, or local law.

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