The Hospice Medical Records Coordinator is responsible for maintaining accurate, complete, and compliant hospice medical records while providing administrative support for the hospice bereavement program. This role ensures adherence to HIPAA, Medicare Conditions of Participation (CoPs), and agency policies, while offering compassionate, organized support to families before and after the death of a patient.

Duties and Responsibilities 

• Steward the philosophy/mission of PH Healthcare which focuses on the overriding values of human dignity and respectful response to the needs of people with life threatening/terminal and/or chronic illnesses.
  
  
• Maintain, organize, and safeguard all hospice medical records (electronic and/or paper).
  
  
• Ensure documentation is complete, timely, and compliant with Medicare Conditions of Participation, HIPAA, and state regulations.
  
  
• Monitor charts for required signatures, orders, certifications, and face-to-face documentation.
  
  
• Track and follow up on missing, late, or incomplete documentation with clinical staff.
  
  
• Prepare records for audits, surveys, and quality assurance reviews.
  
  
• Coordinate discharge, revocation, transfer, and death documentation.
  
  
• Assist with record retrieval requests, subpoenas, and releases of information per policy.
  
  
• Prepare and send condolence cards/letters and document in system.
  
  
• Track bereavement timelines and ensure compliance with required follow-up periods.
  
  
• Serve as a liaison between clinical staff, leadership, and administrative departments.
  
  
• Communicate professionally and empathetically with patients, families, and care team members.
  
  
• Support Quality Assurance/Performance Improvement (QAPI) activities related to documentation and bereavement services.
  
  
• Answers and triages incoming calls from patients, families, and staff, dispatching them to the appropriate nurse, provider, or department as needed.
  
  
• Maintain confidentiality at all times.
  
  
• Completes administrative support functions such as filing, scanning, data entry, and generating reports.
  
  
• Perform other duties as assigned to support hospice operations.

Qualifications

Must possess an Associate Degree and have, as a minimum, 3 years’ experience.

Knowledge, Skills and Abilities

• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, patients, family members, visitors, government agencies/personnel, and the general public.
• Must have patience, tact, as well as the willingness to handle difficult patients and/or family members.
• Must have effective computer skills for documentation purposes.

Why Join Patriot Healthcare?

✔ A team-first culture that values your expertise and input
✔ Supportive leadership and clear communication
✔ Flexible Scheduling
✔ Competitive Pay
✔ 401(k) Retirement Plan with 4% Company Matching to secure your future
✔ Company Paid Life Insurance with options for additional Life Insurance
✔ Mileage Reimbursement (for qualifying positions)
✔ Perks at Work Discount Program
✔ Comprehensive Health, Dental, and Vision Insurance
✔ Flexible Spending and Health Savings Accounts
✔A generous time-off package of 15 days of Paid Time Off (PTO) and holidays to rest and recharge (additional PTO days added with accumulative years of service)
✔ Wellness & Discount Programs to help you lead a healthy and balanced life