Clinic Coordinator - School of Dentistry

Position Summary

Provides trained paramedical support in administering health care services and a variety of advanced and complex clerical tasks to support clinic functions.

Key Accountabilities

• Makes medium to complex administrative and operational decisions requiring comprehensive knowledge of departmental policies, procedures, and clinic workflows.
• Coordinates and oversees daily operations of the Oral and Maxillofacial Surgery (OMS) clinic to ensure efficient patient flow, provider support, and exceptional customer service.
• Supervises, coaches, and supports front-line staff, including scheduling personnel, check-in/check-out staff, insurance verification staff, and other assigned administrative team members.
• Assists in onboarding, training, and evaluating staff and promotes a positive, collaborative, and patient-centered work environment.
• Monitors provider schedules, clinic templates, and patient access to maximize operational efficiency and optimize appointment utilization.
• Serves as a subject matter expert for Epic and other clinic systems and assists staff in resolving scheduling, registration, referral, and workflow-related issues.
• Oversees patient scheduling, registration, insurance verification, prior authorizations, referrals, and checkout processes to ensure accuracy and compliance with organizational standards.
• Collaborates with faculty, residents, providers, and departmental leadership to identify and implement workflow improvements that enhance clinic operations and patient satisfaction.
• Monitors and maintains clinic operational metrics, including access, no-show rates, scheduling utilization, patient wait times, and patient satisfaction scores.
• Coordinates clinic communications and serves as a liaison between patients, providers, faculty, residents, and administrative departments.
• Oversees maintenance of office records, personnel documentation, clinic supplies, and purchasing activities in compliance with UTHealth policies and procedures.
• Assists with budget-related activities, invoice processing, purchasing requests, supply management, and tracking operational expenses as assigned.
• Ensures compliance with institutional policies, HIPAA regulations, accreditation standards, and departmental procedures.
• Addresses patient concerns and service recovery opportunities in a professional and timely manner to promote a positive patient experience.
• Assists with data collection, reporting, and analysis to support operational goals, quality improvement initiatives, and departmental decision-making.
• Participates in departmental meetings, leadership initiatives, and special projects to support the strategic goals of the OMS Department and Scurlock Clinic.
• Performs other duties as assigned.

Certification and Skills

• Epic EHR experience, preferred.
• Proficient knowledge of Microsoft Office required.
• Use and care of standard clinic equipment required.
• Manages Human Resources activities of department in regards to: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary planning.
• Certified Coding Specialist (CCS) by American Health Information Management Association (AHIMA) preferred.

Minimum Education

High School Diploma or equivalent required.

Minimum Experience

5 years of office experience (including two years in a healthcare setting) required.

Physical Requirements

Exerts up to 50 pounds of force occasionally and/or up to 20 pounds frequently and/or up to 10 pounds constantly to move objects.