Department: Support Operations
Reports To: Director, Support Operations
Location: Remote (U.S.)
Position Type: Full-Time, Exempt
Position Summary
The Clinical Coordinator Department Manager oversees the Clinical Coordination team responsible for maintaining accurate, appropriately filled provider schedules across all markets. This role provides leadership, operational oversight, training, workload management, process improvement, and cross-department collaboration to support consistent scheduling performance.
This leader sets daily and weekly priorities, delegates work, holds the team accountable, monitors current and upcoming schedule health, and identifies risks before they impact provider days. The manager ensures accepted treatment and unscheduled new-patient backlogs are actively worked and that scheduling barriers are tracked and escalated to the appropriate owner.
Key Responsibilities
Team Leadership & Performance Management
- Lead, mentor, and develop Clinical Coordinators through clear priorities, delegation, accountability, and follow-through
- Conduct regular 1:1s, performance reviews, coaching, and ongoing training refreshers
- Oversee team scheduling, workload balancing, and coverage across markets based on provider days, appointment volume, and overall workload
- Support onboarding and competency development for new team members
- Foster a positive, efficient, and collaborative culture grounded in service excellence and ownership
Appointment Readiness & Schedule Reliability
- Monitor the 0-14-day schedule and upcoming weeks to identify open capacity, underfilled provider days, and scheduling risks early
- Ensure accepted treatment and unscheduled new-patient backlogs are actively worked in accordance with provider availability, market zoning, and scheduling priorities
- Ensure Clinical Coordinators identify, track, and escalate scheduling barriers, including outstanding medical clearances, insurance verification, pre-medication needs, facility documentation, and lab-case concerns, to the appropriate department or owner
- Monitor Clinical Days at Goal and schedule disruptions to ensure timely follow-up and improve filled provider days across applicable markets
- Ensure schedules are entered timely and accurately while production-based scheduling remains focused appropriately
Root-Cause Analysis & Continuous Improvement
- Analyze recurring scheduling barriers, backlog trends, fall-aparts, and schedule-health concerns to identify operational gaps and root causes
- Develop preventive strategies and implement workflow or SOP improvements within Clinical Coordination
- Coordinate any workflow change affecting another department or external partner with the appropriate department leader or Account Manager before implementation
- Support system optimization, automation initiatives, and process refinements in CareStack and Healier
Cross-Functional Collaboration
- Partner across departments to resolve scheduling barriers, maintain clear ownership, and support consistent patient flow
- Serve as an escalation point for complex scheduling needs or facility and provider concerns
- Independently address department concerns, communicate risks and updates, and escalate to the Director when additional leadership support is needed
Data, Reporting & Accountability
- Monitor and report team performance and operational health indicators, including:
- Clinical Days at Goal
- 0-14-day schedule health and upcoming provider weeks
- Accepted treatment and unscheduled new-patient backlog progress
- Schedule-entry timeliness
- Reschedule, cancellation, and fall-apart trends
- Outstanding scheduling barriers and escalations
- Provide weekly insights, actions taken, next steps, and performance updates to leadership
- Ensure accurate documentation standards in CareStack and Healier
Requirements
Qualifications
- Experience: 5+ years in dental, medical, or clinical scheduling/coordination; minimum 2 years leadership experience
- Systems: Experience with CareStack, or similar EMR platforms and Google Suite required
- Knowledge: Strong understanding of medical/dental workflows, provider scheduling, multi-facility coordination, pre-med & medical clearance processes, insurance verification, lab case coordination, and multi-facility scheduling
- Leadership: Demonstrated success managing remote teams, assigning and delegating work, coaching performance, holding employees accountable, and implementing process improvements.
- Skills:
- Excellent communication and relationship-building skills
- Strong organizational, delegation, and prioritization abilities
- Ability to independently assess problems, make decisions, and follow through
- Ability to remain calm and solution-focused in a fast-paced environment
Key Competencies
- Leadership & team development
- Delegation, accountability & follow-through
- Proactive problem solving & root-cause thinking
- Schedule-health oversight & workload management
- Workflow optimization & accuracy
- Efficient decision-making & prioritization
- Cross-functional collaboration
- Service-minded communication with professionalism and empathy
Work Environment
- Fully remote role requiring reliable internet access
- Requires ongoing communication with team members, facilities, providers, and internal departments via virtual platforms
- Occasional travel for leadership meetings, in-field shadow sessions, or training as needed
Benefits
Compensation: Base compensation $60,000-65,000 annually
Benefits: Medical, Dental, Vision, 401(k), Life Insurance, Paid Time Off
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