Overview

Dental Care Alliance is seeking a detail-oriented and execution-focused AI Patient Access Specialist to support the implementation, operation, and ongoing maintenance of AI-enabled patient access tools across supported dental practices. This role functions as a project management and operational support position, working directly under the guidance of the Senior Director of Schedule Optimization.

The AI Patient Access Specialist is responsible for coordinating AI tool rollouts at the office level, collecting and maintaining accurate operational data, managing workflows and issue resolution, monitoring dashboards, and supporting vendor relationships. While this role does not define enterprise AI strategy, it plays a critical role in executing that strategy by ensuring tools are configured correctly, remain accurate over time, and function as intended as office conditions change.

Responsibilities

AI Implementation & Project Management

· Support the rollout of AI patient access tools across offices by coordinating implementation tasks, timelines, and office readiness.

· Collect, review, and validate required office-level information, including schedules, templates, hours, providers, appointment types, and workflow rules.

· Maintain implementation trackers, documentation, and status updates to support organized and consistent deployments.

· Assist with go-live support and post-implementation follow-up to ensure system stability and operational success.

Office-Level Configuration & Ongoing Maintenance

· Maintain accurate and up-to-date office information within AI systems as schedules, providers, templates, or workflows change.

· Monitor AI behavior to ensure alignment with approved scheduling standards and operational guidelines.

· Proactively identify when office changes may impact AI performance and coordinate timely system updates.

· Ensure changes are documented and communicated appropriately to internal teams and vendors.

Workflow Support & Problem Resolution

· Monitor AI tools for operational issues, scheduling errors, or workflow breakdowns.

· Investigate reported issues, identify root causes, and coordinate resolution with internal teams or external vendors.

· Track recurring issues and assist in process improvements to reduce repeat errors.

· Escalate complex or unresolved issues to the Senior Director of Schedule Optimization as appropriate.

Dashboard Management & Performance Reporting

· Monitor AI-related dashboards and performance reports for accuracy, trends, and potential concerns.

· Compile regular performance updates, issue summaries, and operational insights for review with the Senior Director of Schedule Optimization.

· Support leadership reporting by ensuring data integrity and timely updates.

Vendor & Cross-Functional Coordination

· Serve as a day-to-day point of contact for AI technology vendors related to configuration updates, troubleshooting, and issue resolution.

· Coordinate communication between offices, centralized teams, IT, analytics, and vendors to ensure follow-through on action items.

· Participate in vendor meetings as needed to support operational execution and issue tracking.

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Competencies

· Project coordination and follow-through

· Attention to detail and data accuracy

· Operational problem solving

· Technology and dashboard proficiency

· Clear written and verbal communication

· Time management and organization

· Ability to work effectively in a fast-paced, changing environment

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Qualifications

Experience supporting operational projects, system implementations, or technology-enabled workflows.

· Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

· Proficiency with computer systems and willingness to learn new technologies.

· Proficiency in Microsoft programs, including Outlook, Teams, Excel, and Word, is required.

· Ability to work independently in a remote environment.

· Experience supporting project coordination, change management, or phased rollouts across multiple locations.

Preferred Qualifications

· Experience in healthcare, dental, or multi-site service organizations.

· Familiarity with scheduling systems and patient access workflows

· Experience working with Planet DDS Denticon.

· Exposure to dashboards, reporting tools, or operational analytics.

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Additional Information

· All duties are subject to change based on business needs.

· This position requires participation in ongoing training, system updates, and performance monitoring.