Hospice Intake Coordinator – Compassionate Administrative Role

About the Company

Harmony Care Hospice & Palliative Services is dedicated to providing compassionate, high-quality end-of-life care and support to patients and their families in Chilliwack and the surrounding Fraser Valley region. We believe in upholding dignity, comfort, and peace during life’s final journey, fostering an environment of respect and understanding. Our team is composed of dedicated professionals committed to making a profound difference in the lives of those we serve.

Job Description

We are seeking a empathetic and highly organized Hospice Intake Coordinator to join our dedicated team. This vital administrative role is the first point of contact for patients, families, and healthcare professionals seeking hospice and palliative care services. The Intake Coordinator will manage the initial referral process, gather necessary information, explain our services with clarity and compassion, and ensure a smooth and respectful transition for all new clients into our care programs. This position requires exceptional communication skills, meticulous attention to detail, and a deep sense of empathy for individuals and families facing difficult circumstances.

Key Responsibilities

• Serve as the primary point of contact for all incoming hospice and palliative care referrals via phone, email, and fax.
• Conduct initial screenings and gather comprehensive patient demographic, medical, and insurance information.
• Provide clear, compassionate explanations of Harmony Care Hospice's services, eligibility criteria, and the intake process to prospective patients and families.
• Liaise effectively with referring physicians, hospital staff, and other healthcare providers to obtain necessary documentation.
• Maintain accurate and confidential electronic patient records in accordance with privacy regulations (e.g., PHIPA, PIPA).
• Schedule and coordinate initial assessments with nursing and clinical teams.
• Facilitate communication between families, clinical staff, and administrative departments to ensure seamless care coordination.
• Address inquiries and provide support with sensitivity and professionalism.
• Assist in preparing and processing admission paperwork and consent forms.
• Contribute to the continuous improvement of intake processes and patient experience.

Required Skills

• Minimum 1 year of experience in an administrative or customer service role, preferably in a healthcare setting.
• Exceptional interpersonal and communication skills, both written and verbal, with a strong ability to convey empathy.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with learning new healthcare-specific software.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced, sensitive environment.
• High level of discretion and ability to handle confidential information with integrity.
• Demonstrated ability to work effectively as part of a team and independently.
• Detail-oriented with a high degree of accuracy in data entry and record-keeping.

Preferred Qualifications

• Experience in hospice, palliative care, home care, or a medical office environment.
• Post-secondary education in Medical Office Administration, Healthcare Administration, or a related field.
• Familiarity with medical terminology and healthcare billing processes.
• Experience with electronic health record (EHR) systems.

Perks & Benefits

• Competitive salary and comprehensive benefits package (medical, dental, vision).
• Generous paid time off and statutory holidays.
• Opportunities for professional development and continuous learning.
• Supportive and collaborative team environment.
• The profound satisfaction of contributing to compassionate end-of-life care.
• Employer-matched retirement savings plan.

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