Travel and Scheduling Coordinator

Position Summary

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.

Essential Position Functions

• 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 Connect 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.

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.

Compensation

The actual base pay offered to the successful candidate will be based on multiple factors, including but not limited to education, job-related knowledge/skills, experience, geographical location, and internal equity.  

This position is also eligible for incentive pay in accordance with the terms of the Company’s plan.

Company Benefits

Willamette Dental offers the following benefits for this position, subject to applicable eligibility requirements: medical, dental and vision insurance, tuition reimbursement, flexible spending accounts, 401(k) retirement plan with 5% match, accidental death and dismemberment insurance, life insurance, voluntary disability insurance, commuter benefits, two complimentary pairs of Fig scrubs (clinical roles), and employee assistance program.

Paid Time Off (PTO): Eligible employees will accrue a minimum of 120 PTO hours per employment year in addition to seven paid holidays annually. The Company’s PTO program combines vacation and sick leave, which is more generous than Washington State’s Sick Leave Law. Employees in part-time roles working less than 40 hours per week will accrue PTO on a pro-rated basis.

Physical Requirements

The work is primarily performed while sitting and/or standing, but will require occasional walking, bending, stooping and carrying light items such as papers, books, or other supplies. The incumbent uses a computer and other standard office equipment to complete tasks.

Willamette Dental is an equal opportunity employer.

We provide equal employment opportunities to all employees and applicants for employment without regard to an individual’s race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy-related condition, or any other classification protected by applicable 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).