Mobile Dental Clinic Coordinator

Bethany for Children & Families•Moline, IL

1d•$45,000 - $54,000•Hybrid

About The Position

Bethany for Children & Families is looking for a Mobile Dental Clinic Coordinator. The Mobile Dental Clinic Coordinator is responsible for coordinating the daily operations and administrative functions of the Give Kids a Smile program. This role ensures the efficient delivery of preventive dental services by managing scheduling, coordinating program logistics, fostering partnerships with schools and community organizations, overseeing patient intake and insurance eligibility, maintaining administrative compliance, and providing operational support. The ideal candidate is highly organized, detail-oriented, and committed to improving access to oral healthcare for children and underserved communities.

Requirements

High school diploma or equivalent required.
Experience working in a dental practice or healthcare setting is highly preferred.
Previous supervisory or team leadership experience preferred.
Experience coordinating schedules, managing administrative processes, or working with community partnerships is a plus.
Demonstrate strong organizational, time management, and multitasking skills.
Communicate effectively with patients, families, schools, community partners, and internal staff.
Maintain accuracy and attention to detail while managing multiple priorities.
Be proficient with Microsoft Office and electronic health record (EHR) systems.
Work independently while collaborating effectively as part of a multidisciplinary team.
Maintain confidentiality and exercise sound judgment when handling sensitive information.
Be committed to providing exceptional customer service and supporting access to quality dental care.
Move throughout office, clinic, and community-based work environments.
Use a computer, telephone, and standard office equipment for extended periods.
Communicate effectively in person, by phone, and electronically.
Travel to schools, community sites, and other work locations as needed.
Work in a moderately busy and occasionally noisy environment.
Occasionally bend, stoop, kneel, balance, and lift or move up to 20 pounds.
Occasionally work evenings or weekends to support program activities and community events.
Maintain focus and professionalism while managing multiple priorities in a fast-paced environment.
Meet all employment requirements, including successful completion of required background screenings.
Comply with all organizational policies and procedures, including HIPAA privacy and confidentiality standards.
Adhere to applicable federal, state, and local regulations, as well as organizational compliance and ethical standards.

Nice To Haves

Bachelor's degree in healthcare administration, business, public health, or a related field preferred.

Responsibilities

Coordinate and maintain the annual and ongoing Mobile Dental Clinic schedule to ensure efficient program operations.
Schedule clinic visits with schools, community organizations, and partner sites.
Confirm service dates, parking locations, building access, student schedules, and other logistical details.
Serve as the primary day-to-day contact for schools and community partners regarding Mobile Dental Clinic operations.
Communicate schedule changes promptly to staff and partner organizations.
Maintain scheduling systems and calendars to maximize clinic efficiency and utilization.
Build and maintain positive relationships with school nurses, administrators, community agencies, and referral partners.
Coordinate communications regarding upcoming clinic visits and required documentation.
Support schools with consent form distribution and collection processes.
Respond to questions from school personnel, families, and community partners in a timely and professional manner.
Represent the Mobile Dental Clinic program at community meetings and outreach events as assigned.
Coordinate the preparation, distribution, collection, and tracking of patient registration and consent forms.
Ensure all required documentation is complete prior to appointments.
Verify insurance eligibility and other funding sources before services are provided.
Prepare patient schedules and administrative materials for clinic events.
Maintain accurate patient demographic and insurance information within electronic health record systems.
Organize and maintain electronic and paper records in accordance with HIPAA and organizational policies.
Assist with billing documentation and provide backup support for eligibility verification and billing functions as needed.
Review administrative documentation before and after clinic events to ensure accuracy and completeness.
Identify documentation or billing issues and coordinate corrective actions.
Monitor administrative processes to support operational efficiency, regulatory compliance, and quality service delivery.
Prepare reports, statistics, and program data as requested.
Maintain compliance with agency policies, contractual requirements, HIPAA, OSHA, and all applicable state and federal regulations.
Provide direct supervision of the Mobile Dental Clinic Operator.
Conduct employee orientation, training, coaching, and performance evaluations.
Establish performance expectations and provide ongoing feedback to support employee development.
Address performance concerns in collaboration with agency leadership.
Coordinate staff schedules to ensure appropriate operational coverage.
Provide administrative support to the Mobile Dental Clinic team, including dentists, dental hygienists, dental assistants, and the Mobile Dental Clinic Operator.
Attend Mobile Dental Clinic events as needed to support operations and strengthen community partnerships.
Collaborate with the Mobile Dental Clinic Operator on operational activities when the clinic is not in service.
Assist with inventory management, supply ordering, and overall operational readiness.
Serve as backup Mobile Dental Clinic Operator when trained and authorized.
Partner with leadership to support program operations, staffing, budgeting, and continuous service improvement.
Participate in agency meetings, committees, and strategic planning activities.
Collaborate with clinical, billing, finance, compliance, and administrative teams to ensure effective program operations.
Assist with the development and implementation of policies, procedures, and workflow improvements.
Support continuous quality improvement initiatives throughout the program.
Demonstrate the highest standards of professionalism, ethics, and integrity while adhering to the organization's corporate compliance program.
Perform other duties and responsibilities as assigned.

Benefits

Competitive Compensation
Twelve (12) days of vacation earned during the first year of employment with a tiered-system upon meeting year three
Eight (8) days of sick earned during the first year of employment with a tiered-system upon meeting year three
Eleven (11) paid holidays
Agency contributions of a 3% base with up to an additional 3% match calculated on bi-weekly earnings to a 403(b) Thrift Plan (retirement plan) starting the first of the month after the first 90 days of employment
Health insurance
Dental insurance
Vision insurance (100% employer-paid premiums)
Group Life Insurance; Basic Life and Basic AD&D (100% employer-paid premiums)
Options of employee-paid premiums for voluntary supplemental insurance offered
An Educational Aid program.