Description
Position Summary
The Clinical Coordinator plays a key role in ensuring that all clinical appointments are accurately scheduled, confirmed, and prepared for in advance. This position supports the operational flow between patients, Power of Attorney (POA), facilities, and providers by coordinating pre-appointment requirements such as medical clearance, insurance verification, lab case readiness, and medication management. The Clinical Coordinator ensures every appointment is clinically ready, compliant, and communicated clearly to all involved parties.
Key Responsibilities
- Pre-Appointment & Scheduling Coordination
- Coordinate and schedule accepted treatment and one-off appointments in CareStack and Healier, based on predetermined zones, events, and provider availability, ensuring accuracy of time, provider, and location details.
- Inform patients, POAs, and facility staff once appointments are scheduled or adjusted.
- Adjust and reschedule appointments when required due to lab case delays, pending medical clearance, or rescheduling requests from providers, patients, or facilities.
- Verify medical clearance is received and documented prior to appointment scheduling.
- Coordinate pre-medication and blood thinner holds with the patient, POA, and facility as appropriate.
- Confirm FS/MARs (Face Sheets / Medication Administration Records) are current for all upcoming appointments.
- Reach out to facilities to obtain missing or outdated documentation.
- Conduct insurance re-verification as needed for all upon scheduling appointments to ensure coverage accuracy.
- Monitor and follow up on lab cases using the Lab Tracker in CareStack.
- Communicate with labs to confirm case status and expected delivery dates.
- Notify and reschedule appointments as necessary when lab cases are delayed.
- Handle and return inbound calls and emails related to scheduling, rescheduling, or upcoming appointments.
- Collaborate cross-departmentally to ensure seamless communication and efficient patient flow.
- Maintain accurate, up-to-date documentation in CareStack and Healier.
Requirements
- Experience: Minimum 2 years in dental, medical, or clinical scheduling or coordination preferred.
- Technical Skills: Proficiency in dental practice management or EMR systems (CareStack, Healier, or similar).
- Communication: Excellent verbal and written communication skills; ability to coordinate professionally with patients, POAs, and facility partners.
- Organization: Strong attention to detail, ability to manage multiple priorities, and meet scheduling deadlines in a fast-paced environment.
- Knowledge: Familiarity with insurance verification, medical clearance processes, and pre-med protocols preferred.
- Proactive coordination and follow-up
- Strong problem-solving and prioritization
- High level of accuracy and accountability
- Empathetic and professional communication
- Team collaboration across departments
Benefits
Compensation: Enjoy a competitive rate of $25.00-28.00/hr depending on experience
Perks: Enjoy a comprehensive benefits package that includes Medical, Dental, Vision coverage, a 401(k) plan (with 3% match), Life Insurance, and generous Paid Time Off to help you recharge and thrive.
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