Scheduling Coordinator

Case Western Reserve University; Cleveland (OH); On-site; USD 48,593,000 - 55,882,000; Full time

Job summary

Case Western Reserve University is seeking a Scheduling Coordinator for the dental school to manage patient appointments and support dental students, residents, and hygienists. The role involves coordinating all aspects of patient care and handling calls and administrative tasks in a fast-paced clinic.

Ideal candidates have 1–1.5 years of relevant experience, a high school diploma, strong computer skills (Excel, databases), and a willingness to learn AI tools to improve scheduling processes.

Qualifications

• 1–1.5 years of work experience; hands-on dental office or dental school experience preferred; experience with patient scheduling preferred.

Responsibilities

• Schedule, coordinate, and confirm all patient appointments for dental students and graduate programs.
• Serve as resource for students, residents, fellows, and hygienists on paperwork and clinical protocol procedures.
• Retrieve and return calls; inform staff of patient messages; arrange emergency appointments.
• Answer and route incoming calls to the appropriate department when not related to scheduling an appointment.
• Assist in coordinating patient appointments with dental specialty clinics within the dental school.
• Schedule prophy appointments for first- and second-year students; scheduling for hygienists.

Skills

Interpersonal skills

Communication

Attendance

AI tools willingness

Education

High school diploma

Tools

Excel

Database applications

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 $16.97 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 frequent supervision, the Scheduling Coordinator will work with first-, second-, third- and fourth-year dental students, graduate program residents, hygienists and fellows. Duties include coordinating all aspects of patient care for Doctor of Medicine in Dentistry students.

Essential Functions

• Schedule, coordinate, and confirm all patient appointments for dental students and graduate programs (approximately 20 per group). Receive appointment cancellation calls and fill vacant time slots. (40%)
• Serve as a resource person for dental students, residents, fellows, and hygienists on completing necessary paperwork and following proper clinical protocol procedures. (10%)
• Retrieve and return all calls for assigned dental group. Inform dental students, residents, fellows, and hygienists of necessary patient messages. Arrange emergency appointment for patients when necessary. (8%)
• Answer and route all incoming phone calls, including switchboard calls, to the appropriate department when not related to scheduling an appointment. (8%)
• Assist in coordinating patient appointments with any of the dental specialty clinics within the dental school. (6%)
• Schedule prophy appointments for first- and second-year dental students. Scheduling appointments for dental hygienists. (6%)

Nonessential Functions

• Schedule appointment for all programs in call center. Update and verify patient demographics in Axiom electronic health records system. (confidential information). (4%)
• Meet with patient after their visit to verify next appointment. (4%)
• Handle patient recalls for DMD students. (4%)
• Serve as the patient advocate for all patients. (4%)
• Work with the preceptors and faculty to appoint appropriate patient cases to the students and residents to help ensure a well-rounded clinical education. (2%)
• Follow-up with dental labs to ensure lab cases are returned to the dental school in time for the patient¿s next appointment. (1%)
• Cross-train to work at either the front desk or call center as needed. (1%)
• Perform other duties assigned. (2%)

CONTACTS

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

University: Not applicable.

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

Students: Contact with preceptor group students on a daily basis. Contact with residents on a daily basis.

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. Experience with patient scheduling is preferred.

Education: High school education required.

Required Skills

• Ability to deal with diverse groups of patients, students and faculty.
• Should possess above average computer skills in the areas of spreadsheet and database applications.
• Working knowledge of dental terminology preferred.
• Experience with excel and database applications.
• Ability to interact with colleagues, supervisors and customers face to face.
• Ability to meet consistent attendance.
• 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.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

WORKING CONDITIONS

Fast paced dental school clinical operation. Will deal with a broad range of patients with varying degrees of physical and mental disabilities. Use of or potential exposure to chemicals. Use of or potential exposure to human blood or tissue. Physical location will be in the waiting area, front desk or call center. Position will entail occasional weekend work for such events as Prophy Day, the Commission on Dental Competency Assessments, Western Regional Examining Board's and other events as may occur. The employee will perform repetitive motions using a computer mouse and keyboard to type.

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.