Clinical Support Staff Coordinator

Overview

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.

• 1. 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.
• 2. 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.
• 3. 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.
• 4. 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.

• 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.

• 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.