Job Summary: We are seeking an experienced and organized Office Manager to oversee the daily administrative operations of our Home Health and Hospice agency. The ideal candidate will play a critical role in ensuring the smooth and efficient running of the office, managing patient documentation, supporting clinical staff, and maintaining compliance with California state regulations.

Key Responsibilities:

Office Operations: Oversee daily office operations, including answering phones, scheduling appointments, and managing patient records. Ensure the office is organized, supplies are stocked, and equipment is maintained.

Staff Management & Support: Supervise administrative staff, including receptionists and office assistants. Provide guidance and training to staff as needed. Assist in onboarding new employees and ensure they are familiar with office protocols and procedures.

Patient Documentation & Compliance: Ensure accurate and timely completion of patient documentation in compliance with state and federal regulations. Maintain patient records in a secure and confidential manner. Ensure adherence to HIPAA standards and internal privacy policies.

Billing & Insurance Coordination: Assist with billing processes, including submission of claims and following up on insurance inquiries. Coordinate with billing teams to ensure accurate coding and documentation for reimbursements.

Regulatory Compliance: Ensure the agency complies with all California state laws and regulations related to home health and hospice services. Assist with audits, quality assurance processes, and internal reviews.

Scheduling & Coordination: Coordinate patient visits, meetings, and other appointments between the clinical team and patients. Manage scheduling for therapists, nurses, and other healthcare professionals, ensuring no overlaps or gaps.

Communication & Customer Service: Serve as a point of contact for patients, family members, and external agencies. Provide excellent customer service, addressing any concerns or inquiries in a timely and professional manner.

Financial & Inventory Management: Assist with managing office budgets, ordering supplies, and ensuring inventory is stocked. Work with leadership to track expenses and implement cost-saving measures when possible.

Qualifications:

Proven experience as an Office Manager or in a similar administrative role, preferably in the home health, hospice, or healthcare field.

Strong knowledge of office management systems and procedures.

Familiarity with home health and hospice industry regulations and compliance requirements in California.

Excellent organizational, multitasking, and time-management skills.

Strong written and verbal communication skills.

Proficient in MS Office Suite (Word, Excel, Outlook) and office management software.

Ability to maintain confidentiality and adhere to HIPAA regulations.

High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Healthcare Management, or related field preferred.

Certification in Office Management or Healthcare Administration is a plus.