Access Coordinator/Medical Scheduler

nt4kids.org; McMinnville (OR); On-site; USD 48,735,000 - 59,234,000; Full time

Benefits offered by this job

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%, dep

Job summary

nt4kids.org in McMinnville, OR is seeking a full-time Access Coordinator & Scheduler to support families through intake, onboarding and scheduling. This fast-paced healthcare environment requires organization, compassion and excellent customer service.

You will create records, verify demographics and insurance, manage referrals, coordinate clinician schedules, handle cancellations, and communicate clearly with families. Bilingual in Spanish is preferred.

Qualifications

• High school diploma or equivalent required.
• Minimum of 1–2 years of experience in medical scheduling or related healthcare support role preferred.
• Experience in pediatric, rehabilitation, or outpatient healthcare settings preferred.
• Bilingual in Spanish preferred.

Responsibilities

• 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.

Skills

Customer service

Organization

Attention to detail

Communication

Education

High school diploma or equivalent

Tools

EHR system

Scheduling platforms

Job description

Position:

We are a busy pediatric therapy clinic currently looking for an outgoing and well-organized individual to join our team! We are in need of a full-time Access Coordinator & Scheduler who will assist and coordinate the day-to-day administrative operations of our organization. This is a fast pace job requiring detail and excellent customer service for our clients.

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.

About the Job:

• 32 Hours per Week | 4 day work week.
• $21.26-$25.84/hour. DOE.
• Full-Time.
• In-Office Position: McMinnville, OR.

Full-Time Benefits Package Includes:

• 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.

Key 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.

Qualifications:

• 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.