Coordinator

Case Western Reserve University; Cleveland (OH); On-site; USD 40,000 - 47,000; Full time

Benefits offered by this job

Healthcare

Retirement plans

Tuition assistance

Paid time off

Winter recess

Job summary

Case Western Reserve University is seeking a program coordinator to support the Cornell Oral Health Center for Individuals with Special Needs within the Department of Pediatric Dentistry. The role encompasses coordinating comprehensive care delivery, managing scheduling, and ensuring compliance with CODA and HIPAA in a patient-centered environment.

The position emphasizes coordinating referrals, medical-dental collaboration, and assisting leadership with strategic initiatives to expand access to

Qualifications

• 2+ years of experience in a healthcare, dental, or clinical coordination role.
• High school education required; Certified Dental Assistant.
• Familiarity with electronic dental records systems (Epic or similar).
• Knowledge of insurance processes, billing, and financial coordination in healthcare.
• Familiarity with CODA requirements and academic dental settings.

Responsibilities

• Coordinate patient scheduling across sites and with interdisciplinary teams.
• Maintain accurate patient records in HIPAA and CODA compliant systems.
• Assist with billing reconciliation and accounts receivable tracking.
• Coordinate referrals and follow-up care with care teams and community providers.
• Support leadership in program growth and workflow improvements.
• Provide limited chairside assistance during clinical sessions.

Skills

Epic (EDR)

Insurance processes

CODA knowledge

Dental lab procedures

Special care dentistry

Infection control

Organizational skills

AI tools familiarity

Interpersonal communication

Education

High school education

Certified Dental Assistant

Tools

Epic

Job description

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

Working under general direction, the coordinator supports the Cornell Oral Health Center for Individuals with Special Needs within the Department of Pediatric Dentistry at the School of Dental Medicine. This role is responsible for coordinating comprehensive care delivery for patients with special health care needs, including individuals with physical, developmental, neurological, behavioral, and medically complex conditions. The coordinator facilitates scheduling, interdisciplinary communication, patient and caregiver support, and program operations to ensure efficient, patient-centered care. This position also supports compliance with institutional, regulatory, and accreditation standards, including Commission on Dental Accreditation (CODA) requirements.

Essential Functions

• Coordinate patient scheduling to optimize clinical efficiency and continuity of care. Manage provider schedules across multiple sites and coordinate appointments with interdisciplinary teams, including hospital systems and community providers. Serve as primary point of contact for patients and caregivers, addressing questions related to treatment planning, scheduling, and financial processes. (40%)
• Maintain accurate patient records, electronic charts, and documentation in compliance with institutional policies, HIPAA, and CODA standards. Support program reporting, audits, and accreditation requirements. Assist with financial coordination, billing reconciliation, and tracking of accounts receivable. Compile and submit documentation. (20%)
• Facilitate communication between dental providers, medical teams, caregivers, schools, and community organizations. Coordinate referrals and follow-up care, ensuring comprehensive management of patients with special health care needs. (15%)
• Assist leadership in program growth, strategic planning, and implementation of initiatives to improve access to care. Identify opportunities to enhance workflow efficiency, patient experience, and clinical outcomes. (10%)
• Provide limited chairside assisting and clinical support as needed, including operatory setup, patient flow assistance, and coordination of care during clinical sessions. (7%)

Nonessential Functions

• Respond to phone calls, messages, and patient inquiries in a timely manner. Educate patients and caregivers on program services, expectations, and care pathways. (5%)
• Assist with training and onboarding of staff, students, and trainees related to clinic workflows. (1%)
• Support development of tracking systems, reports, and quality improvement initiatives. (1%)
• Participate in research coordination or data collection efforts related to special care populations (1%)
• Perform other duties as assigned.

CONTACTS

Department: Continuous contact with faculty, staff, cashiers, receptionists, all graduate department specialty clinics and clinical instructors.

University: Infrequent to no contact.

External: Continuous contact with patients. Regular contact with dental labs, insurance companies, and vendors.

Students: Daily contact with students and residents

Supervisory Responsibilities

This position has no direct staff supervisory responsibility. May supervise student workers.

Qualifications

Experience: 2+ years of experience in a healthcare, dental, or clinical coordination role.

Education/Licensing: High school education required. Certified Dental Assistant required.

Required Skills

• Familiarity with electronic dental records systems (Epic or similar platforms)
• Knowledge of insurance processes, billing, and financial coordination in healthcare.
• Familiarity with the Commission on Dental Accreditation (CODA) requirements and academic dental settings preferred.
• Knowledge of dental laboratory procedures and case management.
• Experience in special care dentistry or hospital-based programs preferred.
• Knowledge of infection control standards, including OSHA guidelines.
• Strong organizational skills, attention to detail, and professional judgement.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact effectively with colleagues, supervisors, patients, caregivers and healthcare professionals face to face.

WORKING CONDITIONS

General office environment. Coverage of the clinic may include use of or potential exposure to chemicals. Use of or potential exposure to human blood or tissue. Use of or potential exposure to radioactive materials. Must be able to lift/unload boxes of merchandise on a daily basis (approximately 1 to 35 lbs.) All employees are required to follow OSHA regulations; this includes wearing appropriate personal protective equipment as needed to limit exposure to hazards (mask, gloves, gown, and glasses). Must be aware of and use appropriate positioning techniques when working with patients and students during clinical procedures.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

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