Omfs Scheduling Coordinator

Job Description

POSITION OBJECTIVE

Working under general direction of the RN manager, the Scheduling Coordinator will work with Oral and Maxillofacial Surgery clinic faculty, staff, graduate program residents, and dental students. This position will coordinate all aspects of the clinic's' patient care, schedule, arrange follow-ups, and streamline the overall patient care experience.

ESSENTIAL FUNCTIONS

• Schedule, coordinate, and confirm all patient appointments for faculty, residency program, and dental students. Receive appointment cancellation calls and fill vacant time slots. Update and verify patient demographics in electronic medical records for return patient visits and new patients. (25%)
• Meet with patients after their visit to verify next appointment. (10%)
• Scan all patient related paper documents into patient EHR. Retrieve and return all calls for clinic patients. Inform dental students, residents, staff, and faculty of necessary patient messages. Arrange emergency appointment for patients when necessary. (50%)
• Assist department Operating Room (OR) Scheduler in obtaining prior authorizations for surgeries and advanced imaging studies (CT and MRI), as well as scheduling remote OR surgical procedures. (11%)

NONESSENTIAL FUNCTIONS

• Obtain and return paper documents for patients and providers as needed. (1%)
• Serve as a resource person for dental students and residents on completing necessary paperwork and following proper clinical protocol procedures. (1%)
• Perform other duties assigned by the clinic RN manager or scheduler. (2%)

CONTACTS

Department: Contact with faculty and staff on a daily basis to exchange information.

University: Not applicable.

External: Contact with patients and labs on a daily basis to exchange information.

Students: Contact with students and residents on a daily basis to share information.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

QUALIFICATIONS

Experience: 1 to 1½ years of work experience required. Practical hands-on experience in either a dental office or dental educational facility is preferred. Oral surgery office experience is desirable. Experience with patient scheduling is preferred.

Education: High school education required. Associate degree preferred.

REQUIRED SKILLS

• Ability to deal with diverse groups of patients, students, faculty, and staff.

• Should possess above average computer skills in the areas of spreadsheet and database applications.

• Working knowledge of dental terminology preferred.

• Experience with Excel, aXium, and database applications preferred.

• Familiarity with Electronic Health Records a plus.

• Must effectively interact with colleagues, supervisors and customers face to face.

• Must use critical thinking skills.

• Ability to meet consistent attendance.

• Flexibility a must.

WORKING CONDITIONS

Fast paced OMFS outpatient clinic with the Case Western Reserve University School of Dental Medicine. Will deal with a broad range of patients with varying degrees of physical and mental disabilities. Minimal possibility of exposure to chemicals and/or human blood or tissue. Use of appropriate PPE required when necessary. The physical location is within the department of Oral and Maxillofacial Surgery and adjacent ambulatory surgery center.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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