Patient Services Coordinator (Bilingual)
Reports To: Executive Director
Organization: Smiles of Faith Mobile Dental Clinic
Employment Status: Part-Time (0.8 FTE, Four Days per Week)
Work Location: On-site, Mobile Clinic Operations at Various Locations
Compensation: $23 per hour
Benefits: Refer to Compensation & Benefits section below
Organization Overview and Workplace Culture
Smiles of Faith Mobile Dental Clinic is a nonprofit organization dedicated to providing compassionate, comprehensive oral healthcare to underserved communities throughout Tulsa and surrounding areas. Rooted in faith, dignity, and community service, Smiles of Faith seeks to restore confidence, hope, and health through accessible dental care.
Smiles of Faith Mobile Dental Clinic is committed to fostering a collaborative, mission-driven workplace grounded in faith, compassion, professionalism, and service. Team members play an essential role in advancing the clinic’s mission to provide free, high-quality dental care to underserved individuals and families throughout the community.
Position Summary
The Patient Services Coordinator serves as a key member of the clinic team and is responsible for supporting daily patient operations and ensuring a positive patient experience. This position coordinates appointment scheduling, patient communication, intake procedures, and documentation management while serving as a liaison between patients and clinical staff.
The ideal candidate is organized, compassionate, dependable, and committed to serving diverse populations in a fast-paced mobile clinic environment. Bilingual proficiency in English and Spanish is strongly preferred to ensure effective communication and culturally responsive care for patients and families.
Essential Duties and Responsibilities
Scheduling and Patient Coordination
- Schedule, confirm, and manage patient appointments for comprehensive, emergency, and return visits.
- Maintain accurate clinic calendars and daily appointment schedules.
- Coordinate patient intake procedures and oversee daily check-in and check-out processes.
Patient Communication
- Serve as the primary point of contact for patients and families by phone and in person.
- Communicate appointment details, pre-visit instructions, and general clinic information clearly and professionally.
- Provide communication and assistance in both English and Spanish, based on patient preference.
- Respond to patient inquiries promptly and relay relevant information to clinical staff as needed.
- Assist patients with completing required paperwork and understanding post-visit instructions.
Medical Records and Documentation
- Review patient charts to identify required forms and documentation for each visit type.
- Ensure all forms are distributed, completed, collected, and properly documented.
- Maintain organized digital and physical patient records in compliance with HIPAA and clinic policies.
- Scan and upload documents into patient charts accurately and promptly.
Workflow and Clinic Operations
- Facilitate communication between patients and clinical staff during clinic operations.
- Assist in maintaining efficient patient flow and timely scheduling throughout clinic days.
- Help resolve administrative issues that may arise during mobile clinic operations.
Administrative Responsibilities
- Perform limited remote administrative duties, not to exceed two (2) hours per week, during non-clinic operational periods.
- Assist with maintaining patient databases, follow-up communication, and related administrative tasks.
Qualifications
- Associate degree or formal training in a medical or dental office setting required.
- Minimum of two (2) years of experience in a patient-facing administrative role, preferably within a healthcare environment.
- Excellent interpersonal, organizational, and verbal communication skills.
- Ability to maintain professionalism, patience, confidentiality, and cultural sensitivity when working with diverse populations.
- Strong attention to detail and ability to manage multiple responsibilities efficiently.
- Comfortable working in a fast-paced mobile healthcare environment.
- Proficiency in Microsoft Office and ability to learn clinic-specific software systems.
- Bilingual proficiency in English and Spanish strongly preferred.
Work Schedule and Conditions
- Standard work schedule consists of four (4) weekdays per week.
- A one-hour unpaid lunch break will be provided each workday.
- Work locations may vary depending on mobile clinic scheduling and community partnerships.
Compensation and Benefits
Compensation
- Hourly Rate: $23.00 per hour
Paid Time Off (PTO)
- Employees are eligible to receive ten (10) days of paid time off per calendar year.
- PTO will be used for vacation, personal leave, and/or illness. Separate sick leave is not provided.
- PTO does not roll over into the following calendar year and resets annually on January 1.
- All PTO requests must receive prior approval from the Executive Director.
- Unused PTO has no cash value and will not be paid out upon separation of employment or year-end.
Holiday Break
- Employees will receive up to two (2) weeks, equivalent to eight (8) working days, of paid holiday leave during the Christmas and New Year season.
- Specific holiday closure dates will be determined collaboratively by the Executive Board, Executive Director, and Dentist(s).
Attendance Expectations, Payroll Policies, and Excessive Absences
Employees are expected to maintain regular and dependable attendance. Paid Time Off (PTO) must be used for approved absences related to illness, personal leave, or other time away from work.
Once all available PTO has been exhausted, any additional approved absences will be unpaid.
Employees are expected to communicate absences promptly and follow all call-in and scheduling procedures established by Smiles of Faith Mobile Dental Clinic.
Regular attendance is essential to the effective operation of Smiles of Faith Mobile Dental Clinic and to maintaining quality patient care. Employees are expected to report to work as scheduled and to provide timely communication regarding any absence or tardiness.
Excessive absenteeism, repeated tardiness, failure to follow call-in procedures, or patterns of unexcused absences may result in corrective action, up to and including termination of employment.
The determination of excessive absenteeism will be based on factors including, but not limited to:
- Frequency and pattern of absences or tardiness
- Failure to provide adequate notice
- Operational impact on clinic services and patient care
- Previous attendance concerns or disciplinary actions
Smiles of Faith reserves the right to address attendance concerns in a manner consistent with organizational needs, applicable law, and the mission of the clinic.
Performance Evaluations
- Performance evaluations will be conducted annually.
- Compensation adjustments may be considered based on employee performance, organizational needs, and available funding.
Background Check Requirement
Employment with Smiles of Faith Mobile Dental Clinic is contingent upon the successful completion of a background check. This may include criminal history verification, reference checks, and any additional screening deemed necessary by the organization.
Smiles of Faith reserves the right to withdraw an employment offer or terminate employment based on the results of the background screening if the findings are determined to be inconsistent with the responsibilities, standards, or mission of the organization.
All background checks will be conducted in accordance with applicable federal, state, and local laws.
Confidentiality and HIPAA Acknowledgment
Due to the nature of this position, the Patient Services Coordinator will have access to confidential patient, employee, and organizational information. Employees are expected to maintain strict confidentiality regarding all protected health information (PHI), patient records, clinic operations, and internal communications.
Employees must comply with all applicable Health Insurance Portability and Accountability Act (HIPAA) regulations, organizational privacy policies, and security procedures designed to protect sensitive information.
Unauthorized disclosure, misuse, or improper handling of confidential information may result in disciplinary action, up to and including termination of employment.
Employees may be required to complete HIPAA and confidentiality training upon hire and periodically throughout employment.
Employment-at-Will Statement
Employment with Smiles of Faith Mobile Dental Clinic is considered “at-will.” This means that either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.
Nothing contained in this job description, employment policies, or related materials shall be interpreted as creating a contract of employment or a guarantee of continued employment for any specific duration.
Only a written agreement signed by the Executive Director and authorized representatives of the organization may alter the at-will nature of employment.
Pay: $20.00 - $23.00 per hour
Benefits:
Experience:
- dental or medical office: 1 year (Preferred)
Language:
- Spanish (Required)
- English (Required)
Work Location: In person
