Patient Care Scheduler

Western University of Health Sciences; Pomona (CA); On-site; USD 32,000 - 33,000; Full time

Benefits offered by this job

Paid time off

Insurance plans

Retirement benefits

Job summary

Western University of Health Sciences is seeking a Patient Care Scheduler to manage dental student appointment scheduling and clinic administration. The role requires extensive knowledge of dental office procedures and coordination with multiple providers and students.

The ideal candidate will have 3–5 years of administrative experience in a dental setting, knowledge of dental terminology, and familiarity with EHR and billing processes.

Qualifications

• Minimum 3–5 years of administrative experience in a dental office or large dental clinic, scheduling and dental insurance billing.
• Experience with dental terminology.

Responsibilities

• Schedule and confirm patient care appointments for dental students, working with Patient Care Coordinators and dental students.
• Update patient demographics in the electronic health record to ensure accuracy.
• Handle patient calls, relay messages to students, faculty and staff.
• Produce correspondence, reports, and forms related to clinic administration and EHR.
• Determine charges for services and collect payments as appropriate.
• Review claims for maximum reimbursement and verify insurance eligibility and history.
• Provide support for Clinical Administrative Associates and other coordinators as needed.

Skills

Dental billing

EHR experience

Insurance billing

Communication skills

Education

Flexible education/experience

Tools

EHR software

Billing software

Phone system

Job description

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.

Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Position Title

Position Title Patient Care Scheduler

Position Control Number

Position Control Number S04973

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus Western University Campus-Pomona, CA

Position Location

Position Location California

Department

Job Summary

Schedules dental appointments for patient; performs varied administrative and office duties to support the clinical activities of the CDM clinics; requires extensive knowledge of dental office procedures and protocols.

Knowledge, Skills and Abilities

Knowledge:

• Dental services billing experience with knowledge of billing for Denti-Cal and private insurance companies.
• Must have working knowledge of the laws governing billing and collections efforts.

Skills:

• Experience in working in an electronic health record and electronic billing.
• Experience with electronic health record, computers, printers, calculator, fax machine, copy machine operation, and telephone operation.
• Demonstrate a commitment to working in an organization that values and promotes humanism.

Experience:

• Excellent verbal and written communication skills. Must be able to effectively interact with health care professionals, students, and patients. Bilingual ability helpful.
• Experience in the policies and procedures of a multi-provider dental practice, preferably within a dental school environment.

Required Qualifications

Education:

• Any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

Experience:

• Minimum of 3-5 years of administrative experience in a dental office or large dental clinic, scheduling, and dental insurance billing. Knowledge of dental terminology.

Preferred Qualifications

Experience:

• Registered Dental Assistant or previous dental assisting experience.
• Preference given to those who have experience in dental education.

Key Responsibilities

• Works in conjunction with Patient Care Coordinators and dental students to schedule and confirm patient care appointments for dental students.

• Reviews and updates patient demographic information ensuring that information in the electronic health record is correct.

• Receives and screens patient telephone calls. Makes changes in the schedule or provides messages and information to dental students, faculty, and staff.

• Produces a variety of business correspondence, reports, confidential documents and/or forms, related to clinic administration and the electronic health record.

• Determines appropriate charges based on services provided and collects payment as appropriate.

• Reviews patient accounts to ensure accuracy and completeness of claims billing for maximum reimbursement. This includes checking insurance eligibility for State and private insurance and checks insurance history for pertinent information

• Other duties as assigned, including providing support for Clinical Administrative Associates and Patient Care Coordinators when needed.

This is not intended to be an exhaustive list of all responsibilities and duties for this position. The College of Dental Medicine reserves the right to add or change duties at any time.

Posting Details Continued

Work Schedule

• Must be able to work consistently Monday – Friday usually 8:00 AM – 5:00 PM with the possibility of an earlier start time.
• May be required to work overtime and some evenings and weekends.
• Position may require travel between CDM Clinical sites including but not limited to CDM Clinics in Pomona, El Monte, Chino Hills and Rancho Mirage.

We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.

We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally.

Our faculty, staff, and administrators are 100% focused on student success.

Our University culture creates the context for a nurturing and supportive environment.

Faculty, staff, and students can expect to make deep, personal relationships within the University community.

As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.

WesternU’s core value of humanism encourages all to bring their whole self in all that they do.

We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum

Minimum $23.00 Hourly

Maximum

Maximum $23.32 Hourly

Physical Demands

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

The physical demands described here are representative of those that must be met byany employee to successfully perform the essential functions of this job. Reasonableaccommodations may be available to enable individuals with disabilities to perform theessential functions.

While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties and talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.

Describe Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to work consistently Monday – Friday, usually 8:00 AM – 5:00 PM with the possibility of an earlier start time. There may be required overtime and/or some evenings and weekends. Position may require travel between CDM Clinical sites including but not limited to CDM Clinics in Pomona, El Monte and We Care Dental in Rancho Mirage.

Duties of the Patient Care Scheduler are normally performed in a typical dental clinic setting. The noise level in this setting is usually moderate due to the proximity of the dental equipment and office machines.

Posting Information

Posting Number

Posting Number S01813

Posting Date

Posting Date 08/06/2026

Close Date

Close Date 08/06/2027

Open Until Filled Yes

Conditions of Employment - Background Check

To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position.

Pay Transparency Act

Pay Transparency Act- Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications.

Equal Opportunity Statement (EEO)

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.

Required Documents

• Resume
• Cover Letter

Optional Documents

• Letter of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3
• Additional Applicant Document
• Required License/Certification

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization.

  (Open Ended Question)

• * Are you a current employee at Western University of Health Sciences?
  • Yes
  • No

309 E. Second St.
Pomona, CA 91766-1854
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Western University of Health Sciences’ Annual Security and Fire Safety Report contains information regarding campus security emergency procedures, crime prevention programs, and crime statistics for the previous three calendar years. The report is available online at Clery Compliance | Campus Security . A paper copy is available upon request by contacting WesternU Campus Security at 909-706-3000 or [e-mail] .