Scheduling Coordinator

About the role

Working under frequent supervision, the Scheduling Coordinator will collaborate with first-, second-, third-, and fourth-year dental students, graduate program residents, hygienists, and fellows to coordinate all aspects of patient care for Doctor of Medicine in Dentistry students.

Responsibilities

• Schedule, coordinate, and confirm all patient appointments for dental students and graduate programs (approximately 20 per group).
• Receive appointment cancellation calls and fill vacant time slots (40%).
• Serve as a resource for dental students, residents, fellows, and hygienists on completing necessary paperwork and following proper clinical protocol procedures (10%).
• Retrieve and return all calls for assigned dental group; inform dental students, residents, fellows, and hygienists of necessary patient messages; arrange emergency appointments when necessary (8%).
• Answer and route all incoming phone calls, including switchboard calls, to the appropriate department when not related to scheduling an appointment (8%).
• Assist in coordinating patient appointments with any of the dental specialty clinics within the dental school (6%).
• Schedule prophy appointments for first- and second-year dental students and schedule appointments for dental hygienists (6%).
• Update and verify patient demographics in Axiom electronic health records system (4%).
• Meet with patients after their visit to verify next appointment (4%).
• Handle patient recalls for DMD students (4%).
• Serve as the patient advocate for all patients (4%).
• Work with preceptors and faculty to assign appropriate patient cases to students and residents to ensure a well-rounded clinical education (2%).
• Follow up with dental labs to ensure lab cases are returned in time for patients’ next appointments (1%).
• Cross-train to work at either the front desk or call center as needed (1%).
• Perform other duties as assigned (2%).

Contacts

• Department: Daily contact with faculty and staff.
• Students: Daily contact with preceptor group students and residents.
• External: Daily contact with patients and labs.

Qualifications

• Experience: 1 to 1½ years of work experience required; practical hands-on experience in a dental office or dental educational facility preferred; experience with patient scheduling preferred.
• Education: High school education required.

Required Skills

• Ability to interact with diverse groups of patients, students, and faculty.
• Above-average computer skills in spreadsheet and database applications.
• Working knowledge of dental terminology preferred.
• Experience with Excel and database applications.
• Ability to meet consistent attendance and demonstrate successful support, education, and advocacy for all students aligned with university values.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

Pay

The starting wage rate is $16.97 per hour, depending on qualifications, experience, department budgets, and industry data.

Benefits

Employees receive a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Schedule

Fast-paced dental school clinical operation with occasional weekend work for events such as Prophy Day, Commission on Dental Competency Assessments, and Western Regional Examining Board’s exams. Position involves repetitive motions using a computer mouse and keyboard.

Use of or potential exposure to chemicals, human blood or tissue; physical location in waiting area, front desk, or call center.