Clinical Support Staff Coordinator Full Time

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

Description of Primary Responsibilities

• Scheduling & Coverage Coordination
• Develop, maintain, and adjust daily and weekly schedules for DAs and MAs based on clinic needs, staffing levels, provider schedules, and patient volume.
• Monitor attendance, time-off requests, call-outs, and staffing changes; coordinate appropriate backup coverage.
• Ensure compliance with staffing ratios, certification requirements, and organizational policies.
• Track schedule trends and proactively identify staffing gaps or coverage risks.
• Collaborate with leadership to implement schedule templates, rotation assignments, and cross-coverage plans.
• Provider Schedule Support
• Support and assist with provider scheduling by coordinating clinical support staff coverage aligned with provider clinic templates, availability, and patient volume.
• Collaborate with providers, clinic leadership, and scheduling teams to ensure accurate alignment between provider schedules and DA/MA assignments.
• Communicate provider schedule changes that impact clinical staffing and adjust support staff schedules accordingly.
• Assist with tracking provider schedule patterns, coverage needs, and anticipated changes that may affect staffing workflows.
• Support continuity of care by helping ensure appropriate clinical support is available for provider absences, schedule changes, or expanded clinic hours.
• Staff Communication & Support
• Serve as a primary point of contact for DAs and MAs regarding schedules, assignments, and daily workflow questions.
• Communicate staffing updates, schedule changes, and operational adjustments in a timely and clear manner.
• Support onboarding of new clinical support staff by coordinating initial schedule placement and orientation coverage
• Clinical Workflow & Operations
• Partner with providers, clinic managers, and charge nurses to ensure clinical support staff are aligned with daily patient care needs.
• Monitor clinic flow and reassign staff as needed to manage high-volume or emergent situations.
• Assist in maintaining consistent staffing coverage across multiple locations or departments

Description of Primary Attributes

General Development

• Highly organized and detail-oriented with the ability to manage complex clinical staff and provider schedules.
• Proactive problem solver who anticipates scheduling conflicts and adjusts quickly to changing clinic needs.
• Clear, professional communicator with the ability to work effectively with clinical staff, providers, and leadership.
• Adaptable and calm in a fast-paced environment with frequent changes and competing priorities.
• Collaborative, dependable, and service-oriented.

Created 02/2026

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