Willamette Dental Group

  • Schedule Coordinator | Hillsboro, OR

    Job Locations OR-Hillsboro
    Job Req #
    # of Positions
    Job Post Information* : Posted Date
    1 week ago(1/9/2019 9:30 AM)
    Pos. Category
    Administrative/Clerical - Positions
    Pos. Type
    Full Time Regular
    5 8-Hour Days
  • Company Overview

    With more than 400,000 patients throughout our 50+ practice locations in Oregon, Washington, and Idaho, and a built-in specialty referral network to more than 30 specialists, Willamette Dental Group has been a leader in preventive and proactive dental care since 1970. What makes this multi-specialty group practice unique, and better, is a commitment to proactively facilitating the best possible health outcomes.

    As a member of the Willamette Dental Group team, we offer a competitive salary commensurate with experience. We are a performance based culture and offer a generous and comprehensive benefit package. Among the many amenities we offer are medical, dental, vision, life insurance, paid time off (PTO), paid holidays, and a robust wellness program. Additionally, we offer a 401(k) plan with a generous employer match, tuition assistance, discounted monthly Trimet pass, and much more. Our Hillsboro, Oregon Administrative Headquarters are conveniently located in the growing Orenco Station neighborhood, just blocks from the MAX stop and within easy walking distance to many local shops and restaurants.

    Job Responsibilities

    The Schedule Coordinator is responsible for creating and maintaining all Doctors schedules, Care Advocate, Dental Hygienist and Dental Assistant calendars. This also includes scheduling support staff, on-call and temporary employees. This position will also maintain Doctor on-call rotation schedules, and Care Advocate, Dental Hygienist and Dental Assistant on-call availability. Prepare and maintain department reports.

    •Enter new Doctors, Hygienists, Care Advocates and Assistants into multiple software systems.
    •Create and maintain Doctor schedules, Care Advocates, Hygienist and Assistant patterns; responding to Practice Manager requests for changes, offering suggestions to help improve efficiencies.
    •Assist the Practice Manager in maintaining Doctor, Hygienist, Care Advocate and Assistant time off (i.e., vacation, leaves, sick, etc.) by closing patient schedules or updating employee schedules to ensure timecard accuracy for payroll processing.
    •Maintain Staffing Matrix, Workload Planner and Job Transfer Sets in employee scheduling system.
    •Create and maintain location Master Calendars.
    •Manage staffing coverage needs for Care Advocates, Hygienists and Assistants; this also includes maintaining availability and contacting on-call employees and working directly with temporary staffing agencies to appropriately staff clinics.
    •Meet and coordinate scheduling and expectations with all new on-call employees.
    •Create and maintain Care Advocate, Hygienist and Assistant on-call availability, notifying the management team of all updates.
    •Create and maintain Doctor on-call report, notifying the answering service and management team of all updates.
    •Maintain company Doctor Roster.
    •Maintain or assist in department internal Page updates.
    •Maintain department protocol, task guides and training materials.
    •Assist in training new Practice Managers as it relates to Clinical Scheduling.
    •Maintain confidentiality in accordance with company policies and with respect to employee information.
    •Verify temporary agency invoices and submit to Accounting for payment.

    Job Qualifications

    Education and Experience
    •High school diploma or GED required and minimum one year customer service or office experience required OR equivalent combination of education and experience which will provide the ability to perform the essential functions of the position.
    •Minimum one year dental clinic front office experience highly desirable.
    •Minimum one year healthcare and/or dental office experience desirable.
    •Dental terminology desirable.

    Knowledge of:
    •Customer service best practices.
    •Microsoft applications, including Outlook, Excel, and Word.

    Skilled in:
    •Communicating effectively and professionally with a wide range of audiences.
    •Developing rapport and trust with customers.
    •Listening to the customer needs and identifying solutions and options.
    •Navigating and utilizing a Windows based environment.
    •Managing priorities effectively and maintaining organization.
    •Producing accurate and detailed work.

    Ability to:
    •Deliver outstanding customer service to all customers and coworkers in a professional manner.
    •Interpret and follow guidelines and protocols accurately.
    •Work cooperatively in a team environment.
    •Prioritize tasks and meet deadlines.
    •Relate positively with others in a respectful, constructive manner.
    •Problem solve and provide solutions.
    •Listen and show empathy.
    •Adapt, accept and apply changes in policies, procedures and department requirements.
    •Embrace and promote company’s model of practicing dentistry.
    •Uphold and exemplify the company’s core values.


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