Mobile Dental Clinic Coordinator

About the role

The Mobile Dental Clinic Coordinator is responsible for coordinating the daily operations and administrative functions of the Give Kids a Smile program. This role ensures the efficient delivery of preventive dental services by managing scheduling, coordinating program logistics, fostering partnerships with schools and community organizations, overseeing patient intake and insurance eligibility, maintaining administrative compliance, and providing operational support.

Responsibilities

• Coordinate and maintain the annual and ongoing Mobile Dental Clinic schedule to ensure efficient program operations.
• Serve as the primary day-to-day contact for schools and community partners regarding Mobile Dental Clinic operations.
• Communicate schedule changes promptly to staff and partner organizations.
• Maintain scheduling systems and calendars to maximize clinic efficiency and utilization.
• Build and maintain positive relationships with school nurses, administrators, community agencies, and referral partners.
• Support schools with consent form distribution and collection processes.
• Respond to questions from school personnel, families, and community partners in a timely and professional manner.
• Represent the Mobile Dental Clinic program at community meetings and outreach events as assigned.
• Care for patient registration and administrative support.
• Coordinate the preparation, distribution, collection, and tracking of patient registration and consent forms.
• Verify insurance eligibility and other funding sources before services are provided.
• Prepare patient schedules and administrative materials for clinic events.
• Maintain accurate patient demographic and insurance information within electronic health record systems.
• Organize and maintain electronic and paper records in accordance with HIPAA and organizational policies.
• Aid with billing documentation and provide backup support for eligibility verification and billing functions as needed.
• Review administrative documentation before and after clinic events to ensure accuracy and completeness.
• Identify documentation or billing issues and coordinate corrective actions.
• Monitor administrative processes to support operational efficiency, regulatory compliance, and quality service delivery.
• Prepare reports, statistics, and program data as requested.
• Maintain compliance with agency policies, contractual requirements, HIPAA, OSHA, and all applicable state and federal regulations.
• Provide direct supervision of the Mobile Dental Clinic Operator.
• Aid in the development and implementation of policies, procedures, and workflow improvements.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree in healthcare administration, business, public health, or a related field preferred.
• Experience working in a dental practice or healthcare setting is highly preferred.
• Previous supervisory or team leadership experience preferred.
• Experience coordinating schedules, managing administrative processes, or working with community partnerships is a plus.

Skills & Abilities

• Strong organizational, time management, and multitasking skills.
• Effective communication with patients, families, schools, community partners, and internal staff.
• Maintain accuracy and attention to detail while managing multiple priorities.
• Proficient with Microsoft Office and electronic health record (EHR) systems.
• Work independently while collaborating effectively as part of a multidisciplinary team.
• Maintain confidentiality and exercise sound judgment when handling sensitive information.
• Commitment to providing exceptional customer service and supporting access to quality dental care.

Physical & Work Environment

• Move throughout office, clinic, and community-based work environments.
• Use a computer, telephone, and standard office equipment for extended periods.
• Communicate effectively in person, by phone, and electronically.
• Travel to schools, community sites, and other work locations as needed.
• Occasionally bend, stoop, kneel, balance, and lift or move up to 20 pounds.
• Occasionally work evenings or weekends to support program activities and community events.
• Maintain focus and professionalism while managing multiple priorities in a fast-paced environment.

Compliance

• Meet all employment requirements, including successful completion of required background screenings.
• Comply with all organizational policies and procedures, including HIPAA privacy and confidentiality standards.
• Adhere to applicable federal, state, and local regulations, as well as organizational compliance and ethical standards.