Medical Scheduler Access Coordinator

We are seeking a Medical Scheduler/Access Coordinator to support families through the intake, onboarding, and scheduling process in our Wilsonville, Oregon office. This role is ideal for someone who is organized, compassionate, detail-oriented, and thrives in a fast-paced healthcare environment.

About the role

32 hours per week | Tuesday–Friday
Full-time, in-office position with a full benefits package.

Pay

$21.26–$25.84/hour, depending on experience.

Benefits

• Medical, dental, and vision insurance
• Paid vacation
• 9 paid holidays
• Paid sick time
• Flexible Spending Account (FSA)
• $50,000 life insurance policy
• Simple IRA with employer matching
• Bilingual incentive pay (up to 5%, depending on use)
• Continuing education assistance

Responsibilities

Referral & Intake Coordination

• Create new client and referral records within the EHR system
• Enter and maintain accurate demographic and insurance information
• Enter referral source and provider information
• Document presenting concerns and intake summaries
• Upload and organize referral and intake documentation
• Initiate and maintain intake workflow statuses
• Assign referrals to the appropriate scheduling or intake queue
• Monitor referral movement throughout the onboarding process
• Ensure timely follow-up on referrals and intake tasks

Scheduling & Access Support

• Coordinate intake appointments and ongoing scheduling needs
• Manage clinician schedules to support efficient utilization and timely access to care
• Assist with cancellations, reschedules, and waitlist management
• Communicate scheduling availability and updates with families
• Support continuity of care through accurate and proactive scheduling practices
• Collaborate with clinical and administrative teams regarding scheduling and client access needs

Family Communication

• Serve as a point of contact for families during onboarding and scheduling processes
• Answer questions related to scheduling, intake paperwork, onboarding steps, and appointment logistics
• Send intake documentation and scheduling communications to families
• Document communication attempts and interactions within the EHR
• Provide professional, compassionate, and timely customer service

Requirements

• High school diploma or equivalent required
• Minimum of 1–2 years of experience in medical scheduling, healthcare administration, front office coordination, or related healthcare support role preferred
• Experience within pediatric, rehabilitation, behavioral health, or outpatient healthcare settings preferred
• Bilingual in Spanish preferred
• Knowledge of medical terminology, insurance verification, scheduling workflows, and authorization processes preferred
• Experience using EHR systems and scheduling platforms required
• Proficiency with Microsoft Office and Google Workspace required