Scheduling Coordinator

Case Western Reserve University - Cleveland, OH


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.


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%)


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%)


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.


No supervisory responsibility.


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.


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.


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.