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TYPE OF WORK
Full Time
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SALARY
$300/month
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HOURS PER WEEK
40
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DATE UPDATED
Jul 8, 2026
The Virtual Hospice Office Secretary provides administrative and clerical support to ensure efficient operation of the hospice office. The role involves managing phone calls, patient records, scheduling, and supporting the hospice staff in their daily tasks. The secretary often serves as the first point of contact for patients and their families, ensuring compassionate and professional communication.
Key Responsibilities:
1. Front Office Duties:
o Greet visitors, patients, and families in a compassionate and professional manner over the phone.
o Answer and direct phone calls,
o Maintain and organize patient information, data entry, filing, and office records.
2. Patient Record Management:
o Assist in maintaining accurate patient records, including the filing and retrieval of medical documents.
o Input and update patient information into the hospice database.
o Ensure compliance with HIPAA regulations regarding patient confidentiality.
3. Scheduling and Coordination:
o Schedule appointments, home visits, and meetings for hospice staff, including nurses and doctors.
o Coordinate care schedules between clinical teams, patients, and families.
o Notify staff of any changes in patient care plans or schedules.
4. Administrative Support:
o Assist in preparing reports, memos, letters, and other documents as required to include but not limited to attending and scribing Bi-weekly IDG meetings.
o Support billing and coding processes by collecting required documentation.
o Order and maintain office supplies, equipment, and other materials.
5. Family and Patient Liaison:
o Serve as a point of contact for patient families, answering questions, and providing information about hospice services via phone calls.
o Help coordinate family meetings and assist in the documentation process during patient care transitions.
6. Support to Hospice Team:
o Assist hospice nurses, social workers, and other staff with clerical tasks as needed.
o Manage
7. Compliance and Documentation:
o Ensure proper documentation of patient records for billing and insurance purposes.
o Adhere to compliance standards, including maintaining confidentiality and accuracy in handling sensitive patient data.
o Support the preparation of documents for audits or regulatory inspections.
Qualifications:
• High School Diploma or equivalent (Associate degree in business or related field is a plus).
• Previous experience in a secretarial, administrative, or healthcare support role (experience in hospice or healthcare setting preferred).
• Proficiency in MS Office Suite (Word, Excel, Outlook) and healthcare software.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle sensitive situations with compassion and discretion.
Skills Required:
• Strong organizational and multitasking skills.
• Proficient in typing and data entry.
• Ability to manage time effectively and prioritize tasks.
• Professional and empathetic communication, both verbal and written.
• Ability to work independently and as part of a team.
The role of a Virtual Hospice Office Secretary is essential in ensuring that the hospice staff has the support they need to focus on patient care, while also maintaining a calm, organized, and compassionate environment for patients and their families.
