Primary Schedule: Monday – Friday, 8:00 AM – 5:00 PM

*This position is also available in a Part Time Role!  
Location: In Office (No Remote Option) 

Job Summary

The Operations Support and Scheduling Specialist provides comprehensive administrative and operational support to ensure efficient agency operations. This role manages scheduling workflows, supports intake processes, and assists with staffing coordination across Home Health, Home Care, and Hospice services. The position requires maintaining confidentiality, strong organizational skills, and the ability to respond quickly to urgent patient and staff needs. 

The Specialist will work closely with internal teams, field clinicians, patients/families, and referral sources to maintain smooth operations and positive relationships. Responsibilities include monitoring productivity, ensuring balanced workloads, and supporting compliance with agency standards. 

Key Duties & Responsibilities 

Administrative Support 

• Assist Executive Leadership team while maintaining confidentiality. 
• Answer and route incoming calls professionally. 
• Prepare and distribute daily morning and evening announcements. 
• Monitor temperature logs and maintain patient statistics for medical refrigerators. 
• Create and maintain on-call schedules and agency event calendar. 
• Oversee copier maintenance and manage office supply orders/postage. 
• Complete and maintain Administrative Assistant Workflow in HCHB. 
• Sort and distribute mail daily. 
• Create employee and volunteer badges; update staff phone lists. 

Operational Support 

• Maintain admission packets and new employee binders for all service lines. 
• Keep Hospice On-Call Smartsheet and event calendar updated. 
• Coordinate medical supplies with clinical managers and weekend support staff. 
• Serve as backup for data entry in Home Care Home Base (HCHB) and WellSky. 
• Assist with weekend operational needs as required. 
• Process accounts payable invoices. 

Scheduling Responsibilities (Hospice & Home Health) 

• Provide staffing solutions for new patient referrals. 
• Complete all scheduling workflows, including: 
  • Caseload reassignments 
  • Recertifications 
  • New referral scheduling 
  • Missed visit and time change requests 
• Maintain accurate daily scheduling in HCHB. 
• Track hospice team caseloads and assist with home health scheduling as needed. 

Additional Responsibilities 

• Perform other duties as assigned by the Administrator. 

Job Requirements 

• Minimum 2 years of experience in hospice, healthcare, or related field (or completion of a one- or two-year business college program preferred). 
• At least 18 years of age. 
• Ability to type 50 WPM. 
• Proficiency in Microsoft Office and general computer skills. 
• Knowledge of medical terminology and EMR systems (HCHB, WellSky). 
• Strong organizational skills and ability to multitask in a fast-paced environment. 

This job description is a representative summary of major responsibilities and duties. Employees may be requested to perform additional job-related tasks as needed. Hourly range for this position is $20-25.00 per hour.