JOB SUMMARY:
One of the Clinical Coordinator’s primary responsibilities is to facilitate the patient/guardian’s office experience in being seamless and ensure the patient/guardian leaves with an overall excellent experience in our office. To act as a liaison between patients, clinical and admin staff, and dentists, managing daily clinical operations, patient flow, and scheduling for treatment planning to ensure efficient, high\-quality care.
Another critical responsibility is to collaborate with the Scheduling Coordinator to oversee the following functions performed by Front Desk Reception Team:
Scheduling of appointments, confirmations, maintaining accurate patient information, verifying insurance benefits, processing referrals. Working in collaboration with the Scheduling Coordinator to ensure the fullness and correctness of the daily practice schedules.
Another critical responsibility is to facilitate the patient/guardian’s office experience in being seamless and ensure the patient/guardian leaves with an overall excellent experience in our office.
ESSENTIAL FUNCTIONS:
- Interface with patients, guardians, clinical staff and outside offices to ensure the best experience of our practice.
- Act as the primary point of contact for patient care inquiries.
- Work in collaboration with our Clinical Leads and our Scheduling Coordinator to ensure smooth and timely workflow and be in communication with patients/guardians as needed.
- Ensure all patient records are accurately updated, maintained, and compliant with HIPAA and OSHA regulations.
- Perform Chart Audits as needed.
- Monitor inquiries submitted via our website.
- Lead by example in gathering positive social media reviews for our office.
- Review and monitor daily, weekly and monthly schedules in collaboration with the Scheduling Coordinator.
- Review patient chart notes and health alerts.
- Assist with general questions related to scheduling or patient flow.
- Produce and distribute reports to staff detailing unscheduled patient information.
- Be responsible for overseeing overall referrals process.
- Work in collaboration with Dental Billing and Insurance Coordinator when needed.
- Assist in consultation with our internally referred OR patients, and schedule those related Appointments as needed.
- Assist the Scheduling Coordinator with scheduling duties based on the department/clinic needs.
- Collaborate with clinical dental staff to ensure accurate and timely processing of appointments throughout the day.
- Maintain patient records and ensure confidentiality of sensitive information.
- Schedule and Participate in Annual Performance reviews for staff in conjunction with the Lead Doctor.
- Review and monitor time clock entries of staff for accuracy.
- Perform other duties as assigned.
- Experience in front\-end dental practice required.
- Previous experience as a Dental Assistant (DAII) also required.
- Excellent phone and in\-person interpersonal and communication skills.
- Strong customer service skills.
- Strong knowledge of dental terminology, procedures, and insurance protocols
- Excellent time management skills with the ability to prioritize workflow and meet deadlines.
- Ability to enter data accurately and quickly into computer.
- Knowledge of spelling and punctuation.
- Careful documentation and attention to detail.
- Ability to work independently or in a team.
- Skill in identifying problems, problem solving and resolution.
- Knowledge of dental procedures and dental terminology.
- Knowledge of dental office procedures and workflow.
- Demonstrate ability to prioritize work under pressure, and function with multiple priorities and interruptions.
- Demonstrate sound judgement and decision\-making abilities.
- Ability to establish and maintain effective communication.
- Proficient in using cloud\-based patient management software, CareStack preferred.
- Two years post\-secondary education is required.
- At least 2 years’ experience working in a Dental Practice in a supervisory role is required.
- Bilingual in English and Spanish is preferred.
- Capability to work in a digital, paperless office is required.
- Customer service: 1 year (Required)
- Dental terminology: 1 year (Required)
- Dental Software: 1 year (Required)
- None
- Monday 7:45 AM \- 5:30 PM
- Tuesday 7:45 AM \- 5:30 PM
- Wednesday 7:45 AM \- 5:30 PM
- Thursday 7:45 AM \- 5:30 PM
- Friday OFF!!
- Supportive, respectful team culture
- Opportunities for professional growth in a non\-corporate environment
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Key Competencies
* Patient Experience: Focused on fostering a positive, welcoming environment for patients.
* Professionalism: Ability to handle sensitive financial/medical information and work well under pressure.
* Teamwork: Encouraging communication between clinical staff and administrative team.
EDUCATION/EXPERIENCE:
SUPERVISORY RESPONSIBILITIES:
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Job Type: Full\-time
Pay: $24 \- $28/per hour (\~ approx. $43,680 \- $50,960/yr)
Expected hours: Approx 35 per week
Work Schedule: (4 Days Per Week)
Work Location: In person
Benefits:
3 weeks paid time off to start
Employer\-matching retirement plan
Supplemental benefits like dental, vision and more!
⸻
Here What a Typical Day Might Look Like
* Morning Prep \& First Impressions \| You’ll arrive a little early to ensure everything is ready for the day—checking the schedule, confirming any last\-minute patient changes, and making sure the office organized and welcoming. As the staff begin arriving, you greet them by name with a smile \& huddle with the Scheduling Coordinator to check in quickly and make a plan for the day. It’s a great way to start the day on a positive note for the team!
* Managing Appointment Flow \| Throughout the day, you’ll be watching the flow of the office schedule—interfacing with our clinical team leads and the lead dentist to ensure the day flows smoothly and is productive. You will generate reports on unscheduled patients and create strategies with the Scheduling Coordinator to efficiently improve those numbers.
* Clinical Coordination \| You’ll work closely with our dental team, ensuring the patient charts are up\-to\-date and necessary follow\-up appointments are scheduled. If a patient (guardian) engages with questions or concerns, you’ll be there to provide clear information, guide them through their issues, help them feel confident about their care, and also discern when to involve other members of the team.
* Administrative Tasks \| In between parent/guardian and lead clinical staff interactions, you’ll keep the office running smoothly by reviewing \& maintaining patient records, monitoring the daily schedule and performing general office duties.
* End of Day Wrap\-Up \| As the day winds down, you’ll check the schedule for the following day and week, follow up with any outstanding issues, put together end\-of\-day reporting, and make sure all patient records are updated and ready for the next visit. You’ll also assist in prepping and cleaning the office for the next day’s patients, setting the team up for a successful morning.
Throughout the day, your work will be balanced with interaction with our clinical team and patients and guardians. You’ll be busy, but you’ll always have the support of your colleagues. Above all, you’ll know that your role is critical in helping provide excellent care in a warm, personal environment—not a corporate office. Every day is different, but it’s always fulfilling, and you’ll leave feeling proud of the difference you’ve made.
What We Expect from You
* Positive Attitude \& Friendly Demeanor \| We want someone who genuinely enjoys working with people and is always ready with a smile. Whether it’s answering the phone, greeting patients, or interacting with the team, your friendly, approachable attitude will help create a welcoming environment for everyone who walks through our doors.
* Excellent Organizational Skills \| You’ll be juggling multiple tasks \- scheduling, daily workflow management, patient communication, etc. We need someone who can stay organized, prioritize tasks, and maintain attention to detail, even during the busiest moments.
* Strong Communication Skills \| You’ll be the point of contact for many patient (parent/guardian) related concerns or issues, and clear communication is key. We expect you to handle calls, emails, and in\-person interactions with professionalism, empathy, and clarity. You should also be able to effectively communicate with our clinical dental team to ensure smooth coordination with patient care.
* Team Player Mentality \| While you’ll have your own responsibilities, you’ll also be working closely with our team of clinical professionals. We value collaboration and mutual support, so we’re looking for someone who is flexible, willing to help out when needed, and always ready to contribute to a positive team dynamic.
* Reliability \& Punctuality \| Our patients rely on us to keep things running smoothly, so we need someone who can dependably show up on time and be ready to the tackle the day. Consistency and reliability are crucial for the smooth operation of our practice.
* Attention to Detail \| Accuracy is essential in everything we do, from scheduling appointments to handling patient records. We’re looking for someone who can spot even the smallest details and ensure that everything is in order. Whether it's verifying patient information or ensuring proper follow\-up, your ability to maintain precision will help us provide the highest level of care and service.
* Confidentiality \& Professionalism \| As the Clinical Coordinator, you’ll have access to sensitive patient information. We expect you to handle all data with the utmost confidentiality, respect, and in accordance with privacy regulations.
* Problem\-Solving \& Initiative \| Things don’t always go according to plan, so we need someone who can think on their feet and handle unexpected situations with a calm, level\-headed approach. If there’s an issue or challenge, we expect you to take the initiative to find a solution, whether it’s resolving a scheduling conflict, handling an insurance question, or assisting a patient in need.
Why You’ll Love Working Here:
You’ll be part of a dedicated and fun team where your contributions matter every single day. We’re not a corporate office—we’re a close\-knit practice where quality care, teamwork, and compassion are at the heart of what we do.
Apply today if you’re ready to take ownership of a vital role a thriving practice – and make a real difference every day!
Job Type: Full\-time
Pay: $24\.00 \- $28\.00 per hour
Benefits:
Work Location: In person