The Clinical Coordinator Department Manager oversees the Clinical Coordination team responsible for ensuring all clinical appointments are accurately scheduled, prepared in advance, and supported prior to the visit. This role provides leadership, operational oversight, training, process optimization, and cross-department collaboration to ensure the team consistently delivers accurate, compliant, and efficient clinical coordination across all markets.
This leader ensures the team executes accurate scheduling workflows, coordinates clinical preparations, and proactively mitigates issues that could impact the schedule.
Key Responsibilities
Team Leadership & Performance Management
Lead, mentor, and develop Clinical Coordinators to ensure high standards of accuracy, communication, and accountability
Conduct regular 1:1s, performance reviews, and ongoing training refreshers
Oversee team scheduling, workload balancing, and coverage across markets
Support onboarding and competency development for new team members
Foster a positive, efficient, and collaborative culture grounded in service excellence and ownership
Appointment Readiness & Schedule Reliability
Ensure all appointments meet readiness requirements, including medical clearance, insurance verification, pre-medication coordination, FS/MAR confirmation, and lab case
Ensure appointments are scheduled timely, efficiently, and accurately in alignment with provider availability, market zoning, and clinical protocols
Monitor real-time schedule activity and readiness metrics to maintain schedule stability and reduce disruptions
Track cancellations, reschedules, and visit delays and ensure timely escalation and resolution
Identify trends and operational friction points across markets and coordinators
Develop preventive strategies and implement workflow updates or SOP improvements
Support system optimization, automation initiatives, and process refinements in CareStack and Healier
Cross-Functional Collaboration
Partner across multiple departments to ensure seamless patient flow and elevated service delivery
Serve as an escalation point for complex coordination needs or facility/provider concerns
Communicate trends, risks, and updates to internal partners and leadership
Data, Reporting & Accountability
Monitor and report team performance and operational health indicators, including:
Timely, efficient, and accurate appointment scheduling
Appointment readiness accuracy
Reschedule and cancellation rates
Medical clearance timeliness
Insurance verification compliance
Provide weekly insights, prevention actions, and performance updates to leadership
Ensure accurate documentation standards in CareStack and Healier
Requirements
Qualifications
Experience: 5+ years in dental, medical, or clinical scheduling/coordination; minimum 2 years leadership experience
Systems: Experience with CareStack, or similar EMR platforms and Google Suite required
Knowledge: Strong understanding of medical/dental workflows, pre-med & medical clearance processes, insurance verification, lab case coordination, and multi-facility scheduling
Leadership: Demonstrated success managing remote teams, coaching performance, and implementing process improvements
Skills:
Excellent communication and relationship-building skills
Strong organizational and prioritization abilities
Ability to remain calm and solution-focused in a fast-paced environment
Key Competencies
Leadership & team development
Proactive problem solving & root-cause thinking
Workflow optimization & accuracy
Accountability & attention to detail
Efficient decision-making & prioritization
Cross-functional collaboration
Service-minded communication with professionalism and empathy
Work Environment
Fully remote role requiring reliable internet access
Requires ongoing communication with team members, facilities, providers, and internal departments via virtual platforms