Clinic Coordinator - School of Dentistry

UTHealth Houston; Houston (TX); On-site; USD 42,000 - 70,000; Full time

Benefits offered by this job

100% paid medical premiums

Generous paid time off

Longevity pay

Retirement/pension plan

Wellness program discounts

Job summary

UTHealth Houston is seeking a dedicated administrator to support the Oral and Maxillofacial Surgery clinic, handling complex clerical tasks and coordinating daily operations. You will assist with scheduling, registrations, referrals, and front-line staff coaching to ensure a positive patient experience.

The role requires experience with Epic EHR and proficiency in Microsoft Office, plus a background in healthcare administration.

Qualifications

• Epic EHR experience preferred and proficiency with Microsoft Office.
• Experience handling HR activities within a department and staff coaching.
• Certified Coding Specialist (CCS) certification preferred.

Responsibilities

• Coordinate daily operations of the OMS clinic to ensure smooth patient flow.
• supervise front-line staff including scheduling and check-in/check-out.
• Assist onboarding, training and performance evaluations for staff.
• Monitor schedules, clinic templates and patient access for efficiency.
• Ensure HIPAA compliance and maintain clinic records and supplies.
• Support budgeting, purchasing and expense tracking as assigned.

Skills

HR management

Customer service

Education

High School Diploma or equivalent

Tools

Epic EHR

Microsoft Office

Job description

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us you won't want to leave.

It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you’ll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees!

As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary

Provides trained paramedical support in administering health care services and a variety of advanced and complex clerical tasks to support clinic functions.

Position Key Accountabilities

• Makes medium to complex administrative and operational decisions requiring comprehensive knowledge of departmental policies, procedures, and clinic workflows.
• Coordinates and oversees daily operations of the Oral and Maxillofacial Surgery (OMS) clinic to ensure efficient patient flow, provider support, and exceptional customer service.
• Supervises, coaches, and supports front-line staff, including scheduling personnel, check-in/check-out staff, insurance verification staff, and other assigned administrative team members.
• Assists in onboarding, training, and evaluating staff and promotes a positive, collaborative, and patient-centered work environment.
• Monitors provider schedules, clinic templates, and patient access to maximize operational efficiency and optimize appointment utilization.
• Serves as a subject matter expert for Epic and other clinic systems and assists staff in resolving scheduling, registration, referral, and workflow-related issues.
• Oversees patient scheduling, registration, insurance verification, prior authorizations, referrals, and checkout processes to ensure accuracy and compliance with organizational standards.
• Collaborates with faculty, residents, providers, and departmental leadership to identify and implement workflow improvements that enhance clinic operations and patient satisfaction.
• Monitors and maintains clinic operational metrics, including access, no-show rates, scheduling utilization, patient wait times, and patient satisfaction scores.
• Coordinates clinic communications and serves as a liaison between patients, providers, faculty, residents, and administrative departments.
• Oversees maintenance of office records, personnel documentation, clinic supplies, and purchasing activities in compliance with UTHealth policies and procedures.
• Assists with budget-related activities, invoice processing, purchasing requests, supply management, and tracking operational expenses as assigned.
• Ensures compliance with institutional policies, HIPAA regulations, accreditation standards, and departmental procedures.
• Addresses patient concerns and service recovery opportunities in a professional and timely manner to promote a positive patient experience.
• Assists with data collection, reporting, and analysis to support operational goals, quality improvement initiatives, and departmental decision-making.
• Participates in departmental meetings, leadership initiatives, and special projects to support the strategic goals of the OMS Department and Scurlock Clinic.
• Performs other duties as assigned.

Certification/Skills

• Epic EHR experience, preferred.
• Proficient knowledge of Microsoft Office required.
• Use and care of standard clinic equipment required.
• Manages Human Resources activities of department in regards to: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary planning.
• Certified Coding Specialist (CCS) by American Health Information Management Association (AHIMA) preferred

Minimum Education

High School Diploma or equivalent required

Minimum Experience

5 years of office experience (including two years in a healthcare setting) required

Physical Requirements

Exerts up to 50 pounds of force occasionally and/or up to 20 pounds frequently and/or up to 10 pounds constantly to move objects.

Security Sensitive

This position is a security-sensitive position pursuant to Texas Education Code

• 51.215 and Texas Government Code
• 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code
• 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R.
• 791.4.

Residency Requirement

Employees must permanently reside and work in the State of Texas.