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.