Position Summary:

The Medical Scheduler/Access Coordinator is responsible for managing referral intake, maintaining accurate information within the EHR, coordinating scheduling activities, supporting intake workflows, and assisting families through the onboarding process while contributing to departmental KPI performance standards.

Benefits:

32 Hours per Week | Tuesday-Friday Wilsonville, Oregon. $21.26-$25.84/hour. Full-Time | Non-Exempt. In-Office Position.

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. SimpleIRA 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.

Documentation & Administrative Support:

Maintain accurate scheduling, referral, and workflow information within the EHR. Ensure documentation is complete, organized, and up to date. Support department workflow efficiency and operational processes. Assist with reporting and KPI-related workflow expectations as assigned. Follow organizational policies, procedures, and confidentiality standards.

Qualifications:

High school diploma or equivalent required. Associate degree in healthcare administration, business, or related field preferred. 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. Strong organizational and multitasking abilities. Strong verbal and written communication skills. Ability to maintain professionalism, confidentiality, and compassion in sensitive situations. Ability to work collaboratively within interdisciplinary teams. Commitment to supporting a culture grounded in trauma-informed care, professionalism, accountability, compassion, and servant leadership.

Physical Requirements:

Prolonged periods sitting at a desk and working on a computer. Frequent use of phones, computers, and office equipment. Ability to lift, bend, sit, and stand throughout the workday. Ability to navigate a busy clinical office environment.

Join Our Team:

If you are passionate about helping families access care and enjoy working in a collaborative pediatric healthcare environment, we encourage you to apply and join our mission-driven team. Send your resume and cover letter to resume@nt4kids.org

Subject:

WV Scheduler. About Neurotherapeutic Pediatric Therapies, Inc.: We have now been serving the community for over 35 years and our services include pediatric occupational therapy, physical therapy, speech therapy, mental health therapy, and naturopathic care. We combine the latest, most effective treatment and techniques to address the unique needs of each individual we serve. Our programs serve the whole person, not just one aspect of their development. We have grown to include 8 clinics throughout the state of Oregon. Six clinics are located in the Portland metro area (Oregon City, Northeast Portland, Hillsboro, McMinnville, Wilsonville, and Clackamas). One in Medford with our partner, Medford Children's Therapy. Together these clinics provide more than 800 client visits each week. 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