Medical Scheduler ​/ Access Coordinator

About the Job:

We are currently seeking a Medical Scheduler/Access Coordinator to join our team located in our NE Portland, Oregon Office. You will be responsible to support families through the intake, onboarding, and scheduling process. This role is ideal for someone who is organized, compassionate, detail-oriented, and thrives in a fast-paced healthcare environment. The Medical Scheduler/Access Coordinator plays a key role in helping families access care while supporting efficient clinic operations and clinician scheduling.

• 32 Hours per Week | Monday–Thursday.
• $21.26–$25.84/hour. DOE
• Full-Time.
• In-Office Position.

• Medical, Dental & Vision Insurance.
• Paid Vacation.
• Paid Holidays (9).
• 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.

• 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.

• 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.

• 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.

• 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 with in 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.