Patient Intake Specialist Hybrid

About the role

At COPA, every patient experience starts with connection. The Patient Intake Specialist serves as the welcoming voice and steady guide helping families access care through appointment scheduling and the MyHealth Portal. From a remote workspace, this role ensures every interaction is seamless, supportive, and secure. This position goes beyond scheduling. It requires precision in navigating systems, protecting patient privacy, and creating a smooth, family-friendly experience that reflects COPA’s commitment to compassionate pediatric care. Detail-oriented, tech-savvy professionals who are passionate about making a meaningful impact behind the scenes will thrive in this role. Central Oregon Pediatric Associates (COPA) has been caring for kids and families in Central Oregon for over 50 years, building lifelong relationships and helping children thrive from newborns to teens. Our mission is to provide exceptional, right-fit care for kids at every age and stage, and our vision is to improve the health of all kids in our community. We do this in a welcoming, inclusive environment where collaboration, openness, play and accountability are part of how we care, not just what we do. At COPA, you’ll work alongside people who value kindness, teamwork, and earning families’ trust every single day.

Responsibilities

• Deliver exceptional customer service by phone, creating a welcoming patient experience while accurately gathering and verifying registration information.
• Schedule same-day and future appointments, verify insurance coverage, and communicate appointment and financial details to patients and families.
• Maintain accurate patient records within the EMR, audit accounts for data integrity, and ensure compliance with HIPAA and medical records regulations.
• Coordinate communication across clinical and administrative departments, efficiently route calls, create encounters, and support daily operational workflow.
• Resolve scheduling conflicts, assist families with Patient Portal access, and utilize strong problem-solving skills to support patient care and provider efficiency.

Qualifications

• High School diploma or equivalent required.
• Recognized certifications include: AHIMA - RHIT, AAPC - CPC, OHA - HCI Qualified or Certified Interpreter (not required for role).
• Three years of customer service experience required; clerical experience in a clinical setting preferred.
• Intermediate and advanced phone, verbal, and computer skills.
• Ability to work well under pressure with minimal supervision.
• Flexibility and willingness to handle a variety of tasks and adapt to changing departmental needs.
• Must be flexible and willing to work evenings, weekdays, and weekends as needed for coverage.
• Epic EMR experience preferred.
• Proficient with Microsoft Office Suite.
• Bilingual in Spanish and English a plus.
• Physical requirements: clear and audible speaking voice; ability to hear normal speech; sitting or standing for long periods; frequent repetitive motion (keyboard use, reaching, walking); occasional lifting up to 30 lbs, rarely up to 50 lbs; vision abilities including prolonged monitor viewing, close, distance, color, peripheral, depth perception; ability to wear required PPE.
• Working conditions: HIPAA‑compliant clinic or home office with ergonomic setup; reliable home internet (minimum 100 Mbps download, 10 Mbps upload); professional, confidential, quiet work environment.

Benefits

• 401(k) and profit sharing
• HSA, HRA, and FSA enrollment
• Medical, life, vision, and dental insurance
• Supplemental insurance options
• Pediatric care benefits
• Employee Assistance Program (EAP)
• Working with amazing kids

Schedule

Full‑time (FTE 1.0, non‑exempt) – Monday through Friday, 11:0