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Scheduling Coordinator

Employer: Case Western Reserve University
Location: Case Main Campus

Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

Job Title: Scheduling Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 7998
Job Description
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 hygienist 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 appointments for all programs in call center. Update and verify patient demographics in electronic health records system. (Confidential information) (4%)Meet with patient after their visit to verify next appointment. (4%)Handle patient recalls for DMD student. (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. Practical hands-on experience in either a dental office or dental educational facility is preferred. Experience with patient scheduling is preferred.

Education/Licensing: 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 effectively interact with colleagues, supervisors and customers face to face.Ability to meet consistent attendance.

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.

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In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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Organization

Working at Case Western Reserve University

Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in education, research, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciences, dental medicine, engineering, law, management, medicine, nursing and social sciences.

Student enrollment exceeds 9,800 students, forty percent of whom are undergraduates. Facultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, libraries, residence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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