Schedule Coordinator_

Hillsboro

This is a Hybrid position.

The Schedule Coordinator is responsible for creating and maintaining all Doctors schedules, Care Advocate, Dental Hygienist and Dental Assistant calendars. This also includes scheduling support staff, on-call and temporary employees. This position will also maintain Doctor on-call rotation schedules, and Care Advocate, Dental Hygienist and Dental Assistant on-call availability.

•Prepare and maintain department reports.

•Enter new Doctors, Hygienists, Care Advocates and Assistants into multiple software systems.

•Create and maintain Doctor schedules, Care Advocates, Hygienist and Assistant patterns; responding to Practice Manager requests for changes, offering suggestions to help improve efficiencies.

•Assist the Practice Manager in maintaining Doctor, Hygienist, Care Advocate and Assistant time off (i.e., vacation, leaves, sick, etc.) by closing patient schedules or updating employee schedules to ensure timecard accuracy for payroll processing.

•Maintain Staffing Matrix, Workload Planner and Job Transfer Sets in employee scheduling system.

•Create and maintain location Master Calendars.

•Manage staffing coverage needs for Care Advocates, Hygienists and Assistants; this also includes maintaining availability and contacting on-call employees and working directly with temporary staffing agencies to appropriately staff clinics.

•Meet and coordinate scheduling and expectations with all new on-call employees.

•Create and maintain Care Advocate, Hygienist and Assistant on-call availability, notifying the management team of all updates.

•Create and maintain Doctor on-call report, notifying the answering service and management team of all updates.

•Maintain company Doctor Roster.

•Maintain or assist in department internal Page updates.

•Maintain department protocol, task guides and training materials.

•Assist in training new Practice Managers as it relates to Clinical Scheduling.

•Maintain confidentiality in accordance with company policies and with respect to employee information.

•Verify temporary agency invoices and submit to Accounting for payment.

**Job Qualifications**

**Education and Experience**

•High school diploma or GED required and minimum one year customer service or office experience required OR equivalent combination of education and experience which will provide the ability to perform the essential functions of the position.

•Minimum one year dental clinic front office experience highly desirable.

•Minimum one year healthcare and/or dental office experience desirable.

•Dental terminology desirable.

**Knowledge of:**

•Customer service best practices.

•Microsoft applications, including Outlook, Excel, and Word.

**Skilled in:**

•Communicating effectively and professionally with a wide range of audiences.

•Developing rapport and trust with customers.

•Listening to the customer needs and identifying solutions and options.

•Navigating and utilizing a Windows based environment.

•Managing priorities effectively and maintaining organization.

•Producing accurate and detailed work.

**Ability to:**

•Deliver outstanding customer service to all customers and coworkers in a professional manner.

•Interpret and follow guidelines and protocols accurately.

•Work cooperatively in a team environment.

•Prioritize tasks and meet deadlines.

•Relate positively with others in a respectful, constructive manner.

•Problem solve and provide solutions.

•Listen and show empathy.

•Adapt, accept and apply changes in policies, procedures and department requirements. •Embrace and promote company’s model of practicing dentistry.

•Uphold and exemplify the company’s core values.

**Company Overview**

**We provide:**

+ A stable, dentist-owned private company with an eye on the future.

+ Excellent benefits including:

+ Paid time off

+ 401k $1 for $1 match up to 5% of your compensation or the IRS limit for 401(k) contributions, whichever comes first

+ Medical, dental, life and disability insurances

+ Tuition reimbursement

+ A culture of inclusivity and respect in line with our core values of health, compassion, innovation and integrity.

+ Supportive community outreach dollars and encouragement to volunteer.

+ Thorough employee orientation and onboarding.

**We are:**

+ A provider and employer of choice in the Northwest for 50 years.

+ Dental insurance + providers in over 50 general and specialty offices in OR, WA and ID.

+ Dedicated to proactive care to facilitate the best possible outcomes.

**Willamette Dental Group is an equal opportunity employer.**

_We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws._

_This job description is not meant to be an all-inclusive list of duties and responsibilities, but constitutes a general definition of the position’s scope and function in the company._

_This position may be exposed to PHI in the course of his/her duties, and will handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)._

**Education and Experience**

•High school diploma or GED required and minimum one year customer service or office experience required OR equivalent combination of education and experience which will provide the ability to perform the essential functions of the position.

•Minimum one year dental clinic front office experience highly desirable.

•Minimum one year healthcare and/or dental office experience desirable.

•Dental terminology desirable.

**Knowledge of:**

•Customer service best practices.

•Microsoft applications, including Outlook, Excel, and Word.

**Skilled in:**

•Communicating effectively and professionally with a wide range of audiences.

•Developing rapport and trust with customers.

•Listening to the customer needs and identifying solutions and options.

•Navigating and utilizing a Windows based environment.

•Managing priorities effectively and maintaining organization.

•Producing accurate and detailed work.

**Ability to:**

•Deliver outstanding customer service to all customers and coworkers in a professional manner.

•Interpret and follow guidelines and protocols accurately.

•Work cooperatively in a team environment.

•Prioritize tasks and meet deadlines.

•Relate positively with others in a respectful, constructive manner.

•Problem solve and provide solutions.

•Listen and show empathy.

•Adapt, accept and apply changes in policies, procedures and department requirements. •Embrace and promote company’s model of practicing dentistry.

•Uphold and exemplify the company’s core values.

The Schedule Coordinator is responsible for creating and maintaining all Doctors schedules, Care Advocate, Dental Hygienist and Dental Assistant calendars. This also includes scheduling support staff, on-call and temporary employees. This position will also maintain Doctor on-call rotation schedules, and Care Advocate, Dental Hygienist and Dental Assistant on-call availability.

•Prepare and maintain department reports.

•Enter new Doctors, Hygienists, Care Advocates and Assistants into multiple software systems.

•Create and maintain Doctor schedules, Care Advocates, Hygienist and Assistant patterns; responding to Practice Manager requests for changes, offering suggestions to help improve efficiencies.

•Assist the Practice Manager in maintaining Doctor, Hygienist, Care Advocate and Assistant time off (i.e., vacation, leaves, sick, etc.) by closing patient schedules or updating employee schedules to ensure timecard accuracy for payroll processing.

•Maintain Staffing Matrix, Workload Planner and Job Transfer Sets in employee scheduling system.

•Create and maintain location Master Calendars.

•Manage staffing coverage needs for Care Advocates, Hygienists and Assistants; this also includes maintaining availability and contacting on-call employees and working directly with temporary staffing agencies to appropriately staff clinics.

•Meet and coordinate scheduling and expectations with all new on-call employees.

•Create and maintain Care Advocate, Hygienist and Assistant on-call availability, notifying the management team of all updates.

•Create and maintain Doctor on-call report, notifying the answering service and management team of all updates.

•Maintain company Doctor Roster.

•Maintain or assist in department internal Page updates.

•Maintain department protocol, task guides and training materials.

•Assist in training new Practice Managers as it relates to Clinical Scheduling.

•Maintain confidentiality in accordance with company policies and with respect to employee information.

•Verify temporary agency invoices and submit to Accounting for payment.