Hospice Receptionist/ Office Coordinator

Hospice Receptionist / Office Coordinator — Full-Time
at White Orchid Hospice
Position Summary
White Orchid Hospice is seeking a compassionate, highly organized Hospice Receptionist/Office Coordinator who delivers excellent customer service and maintains a consistently warm, professional phone presence. This full-time role is central to daily office operations and includes coordinating Durable Medical Equipment (DME) and medical supply orders, tracking requests, and ensuring timely follow-up with patients, clinicians, vendors, and referral s. White Orchid Hospice provides specialized end-of-life comfort care to patients and families across the Texas and Oklahoma areas.
Who We Are
White Orchid Hospice’s goal is to provide quality specialized palliative and end-of-life care and support to patients and those important to them.
Work Schedule
This is a full-time position supporting office operations during business hours (office hours are listed as Mon–Fri, 9:00 AM–5:00 PM).
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Key Responsibilities (What You’ll Do)
Reception & Customer Experience
• Serve as the first point of contact for patients, families, caregivers, referral s, and vendors—creating a welcoming and helpful experience every time.
• Answer and route incoming calls with a friendly, calm, professional phone voice, using excellent etiquette and discretion.
• Take accurate messages, prioritize urgency appropriately, and ensure follow-through until resolution.
DME & Medical Supply Coordination
• Order, coordinate, and track DME and patient medical supplies based on clinician and patient needs.
• Communicate with DME/supply vendors to confirm order details, delivery timelines, backorders, and pickups as needed.
• Maintain clear documentation/logs of orders, deliveries, and open items to ensure continuity and timely support.
Follow-Up & Office Coordination
• Follow up on patient and clinician requests (e.g., supplies, equipment needs, general coordination items) and close the loop with all involved parties.
• Support communication with referral s (as needed) in a professional, service-oriented manner.
• Assist with general office coordination tasks such as managing shared inboxes, light scheduling support, scanning/faxing, and maintaining organized records (as assigned).
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Qualifications
Required
• Demonstrated customer service strength and professional phone communication skills.
• High attention to detail and ability to manage multiple priorities with frequent interruptions.
• Comfort communicating with diverse groups (patients/families, clinicians, vendors, referral s).
• Proficiency with common office tools (email, phone systems, basic spreadsheets, document management).
Preferred
• Experience in hospice, home health, healthcare administration, or medical office coordination.
• Familiarity with DME ordering workflows and/or medical supply coordination.
• Experience working in an EMR/EHR and maintaining accurate documentation.
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Key Skills & Attributes for Success
• Warmth, empathy, and professionalism with patients and families
• Clear communication and strong follow-through
• Calm under pressure; able to triage and prioritize requests appropriately
• Team-first mindset and a solutions-oriented approach