Clinical Coordinator Department Manager

Position SummaryThe Clinical Coordinator Department Manager oversees the Clinical Coordination team responsible for ensuring all clinical appointments are accurately scheduled, prepared in advance, and supported prior to the visit. This role provides leadership, operational oversight, training, process optimization, and cross-department collaboration to ensure the team consistently delivers accurate, compliant, and efficient clinical coordination across all markets.This leader ensures the team executes accurate scheduling workflows, coordinates clinical preparations, and proactively mitigates issues that could impact the schedule.Key ResponsibilitiesTeam Leadership & Performance ManagementLead, mentor, and develop Clinical Coordinators to ensure high standards of accuracy, communication, and accountabilityConduct regular 1:1s, performance reviews, and ongoing training refreshersOversee team scheduling, workload balancing, and coverage across marketsSupport onboarding and competency development for new team membersFoster a positive, efficient, and collaborative culture grounded in service excellence and ownershipAppointment Readiness & Schedule ReliabilityEnsure all appointments meet readiness requirements, including medical clearance, insurance verification, pre-medication coordination, FS/MAR confirmation, and lab case validationEnsure appointments are scheduled timely, efficiently, and accurately in alignment with provider availability, market zoning, and clinical protocolsMonitor real-time schedule activity and readiness metrics to maintain schedule stability and reduce disruptionsTrack cancellations, reschedules, and visit delays and ensure timely escalation and resolutionRoot-Cause Analysis & Continuous ImprovementAnalyze recurring scheduling and readiness barriers (e.g., clearance delays, facility responsiveness, lab turnaround)Identify trends and operational friction points across markets and coordinatorsDevelop preventive strategies and implement workflow updates or SOP improvementsSupport system optimization, automation initiatives, and process refinements in CareStack and HealierCross-Functional CollaborationPartner across multiple departments to ensure seamless patient flow and elevated service deliveryServe as an escalation point for complex coordination needs or facility/provider concernsCommunicate trends, risks, and updates to internal partners and leadershipData, Reporting & AccountabilityMonitor and report team performance and operational health indicators, including:Timely, efficient, and accurate appointment schedulingAppointment readiness accuracyReschedule and cancellation ratesMedical clearance timelinessInsurance verification complianceLab case status & delaysProvide weekly insights, prevention actions, and performance updates to leadershipEnsure accurate documentation standards in CareStack and HealierRequirementsQualificationsExperience: 5+ years in dental, medical, or clinical scheduling/coordination; minimum 2 years leadership experienceSystems: Experience with CareStack, or similar EMR platforms and Google Suite requiredKnowledge: Strong understanding of medical/dental workflows, pre-med & medical clearance processes, insurance verification, lab case coordination, and multi-facility schedulingLeadership: Demonstrated success managing remote teams, coaching performance, and implementing process improvementsSkills:Excellent communication and relationship-building skillsStrong organizational and prioritization abilitiesAbility to remain calm and solution-focused in a fast-paced environmentKey CompetenciesLeadership & team developmentProactive problem solving & root-cause thinkingWorkflow optimization & accuracyAccountability & attention to detailEfficient decision-making & prioritizationCross-functional collaborationService-minded communication with professionalism and empathyWork EnvironmentFully remote role requiring reliable internet accessRequires ongoing communication with team members, facilities, providers, and internal departments via virtual platformsOccasional travel for leadership meetings, in-field shadow sessions, or training as neededBenefitsCompensation: $60,000.00 - $60,000.00 per yearRemote PositionPreferred Hours 8a-5p CSTPerks: Enjoy a comprehensive benefits package that includes Medical, Dental, Vision coverage, a 401(k) plan (with 3% match), Life Insurance, and generous Paid Time Off to help you recharge and thrive.