Overview

Primary Accountabilities:

The Clinical Support Staff Coordinator is responsible for organizing, managing, and optimizing the daily and long-term schedules of Dental Assistants (DAs) and Medical Assistants (MAs). This role ensures adequate clinical coverage, workflow efficiency, and support for providers and patients. The Coordinator serves as a communication and operational hub between clinical support staff, providers, and administrative leadership, supporting smooth clinic operations through effective staff and provider schedule coordination.

Created 02/2026

Responsibilities

Description of Primary Responsibilities:

1. Scheduling & Coverage Coordination

a. Develop, maintain, and adjust daily and weekly schedules for DAs and MAs based on clinic needs, staffing levels, provider schedules, and patient volume.

b. Monitor attendance, time-off requests, call-outs, and staffing changes; coordinate appropriate backup coverage.

c. Ensure compliance with staffing ratios, certification requirements, and organizational policies.

d. Track schedule trends and proactively identify staffing gaps or coverage risks.

e. Collaborate with leadership to implement schedule templates, rotation assignments, and cross-coverage plans.

2. Provider Schedule Support

a. Support and assist with provider scheduling by coordinating clinical support staff coverage aligned with provider clinic templates, availability, and patient volume.

b. Collaborate with providers, clinic leadership, and scheduling teams to ensure accurate alignment between provider schedules and DA/MA assignments.

c. Communicate provider schedule changes that impact clinical staffing and adjust support staff schedules accordingly.

d. Assist with tracking provider schedule patterns, coverage needs, and anticipated changes that may affect staffing workflows.

e. Support continuity of care by helping ensure appropriate clinical support is available for provider absences, schedule changes, or expanded clinic hours.

3. Staff Communication & Support

a. Serve as a primary point of contact for DAs and MAs regarding schedules, assignments, and daily workflow questions.

b. Communicate staffing updates, schedule changes, and operational adjustments in a timely and clear manner.

c. Support onboarding of new clinical support staff by coordinating initial schedule placement and orientation coverage

4. Clinical Workflow & Operations

a. Partner with providers, clinic managers, and charge nurses to ensure clinical support staff are aligned with daily patient care needs.

b. Monitor clinic flow and reassign staff as needed to manage high-volume or emergent situations.

c. Assist in maintaining consistent staffing coverage across multiple locations or departments

Description of Primary Attributes:

General Development:

1. Highly organized and detail-oriented with the ability to manage complex clinical staff and provider schedules.

2. Proactive problem solver who anticipates scheduling conflicts and adjusts quickly to changing clinic needs.

3. Clear, professional communicator with the ability to work effectively with clinical staff, providers, and leadership.

4. Adaptable and calm in a fast-paced environment with frequent changes and competing priorities.

5. Collaborative, dependable, and service-oriented.

Created 02/2026

Qualifications

Professional and Technical Knowledge:

Possesses basic level to advanced level experience of written and verbal communication skills, computational and computer skills, and mathematical knowledge typically acquired through completion of a high school program.

Knowledge of clinical support roles and scope of practice for Dental Assistants and Medical Assistants.

Understanding of outpatient clinic workflows and how staffing levels impact patient flow and provider efficiency.

Working knowledge of provider scheduling concepts, clinic templates, and coverage alignment.

Familiarity with scheduling, timekeeping, and workforce management systems.

Understanding of attendance tracking, time-off processes, and real-time coverage adjustments.

Basic knowledge of labor regulations, organizational policies, and compliance requirements related to scheduling.

Ability to interpret staffing data, schedules, and trends to identify coverage risks or inefficiencies.

Proficiency in standard office technology, including email, calendars, spreadsheets, and scheduling software.

Technical Skills:

Proficiency with clinical scheduling and workforce management systems (e.g., AthenaPractice, Dentrix, UKG/EzCall).

Experience reviewing and coordinating schedules within EHR systems to align provider and clinical support coverage.

Strong calendar management skills across multiple providers and clinic locations.

Ability to track staffing coverage, attendance, and trends using spreadsheets and reporting tools (e.g., Excel).

Accurate data entry and maintenance of scheduling and timekeeping records.

Proficiency with email, messaging platforms, and standard office software.

Ability to quickly learn and adapt to new scheduling, timekeeping, and clinical systems.

Communication Skills:

Communicates scheduling information clearly, accurately, and in a timely manner.

Effectively communicates with clinical staff, providers, and leadership across multiple departments.

Ability to convey schedule changes, coverage needs, and operational updates in a professional manner.

Demonstrates active listening and responsiveness to scheduling concerns or questions.

Uses appropriate communication channels (email, messaging platforms, meetings) to ensure clarity and follow-through.

Maintains professionalism, discretion, and confidentiality in all communications.

Blood/Fluid Exposure Risk: According to this position, this is a Category I

Category I: Tasks routinely involve a potential for mucous membrane or skin contact exposure to blood, fluids, or tissue. Use of personal protective equipment (PPE), when appropriate, is required

Category II: Usual Tasks do not involve exposure to blood, body fluid, or tissues but may require performing Unplanned Category 1 tasks Category III: Tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visit. Category 1 tasks are not a condition of employment

Physical Demands & Vision Requirements:

Ability to stand, walk, sit, use hands, fingers, and talk frequently.

Ability to lift up to 25 pounds

Close vision (clear vision at 20 inches or less)

Distance vision (clear vision at 20 feet or more)

Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

Created 02/2026

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