Patient Intake Specialist Hybrid

This position is only available to applicants in Central Oregon

FTE: 1.0

Non-Exempt

Monday - Friday, 11:00am-8:00pm

The Opportunity

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.

The Company

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.

The Job

• 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.
  
  

Benefits

• 401k 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
  
  

Qualifications

Education and Certification:

• High School diploma or equivalent required
• Recognized certifications include: AHIMA - RHIT, AAPC - CPC, OHA - HCI Qualified or Certified Interpreter. (Not required for role.)
  
  

Experience

• Three years of customer service experience required, clerical experience in 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
• Ability to handle the changing needs of the department and organization
• Must be flexible and willing to work during the evenings, weekdays and weekends as needed by organization for coverage purposes
• Epic EMR experience preferred. Proficient with Microsoft Office Suite
• Bilingual in Spanish and English a plus
  
  

Physical Requirements

• Use of clear and audible speaking voice and the ability to hear normal speech level in person, over the telephone or through use of other required technology. Sitting or standing for long periods of time. Frequent repetitive motion includes computer keyboard use, reaching with hands and arms, and walking. Occasional lifting and or moving up to 30 pounds and on rare occasion up to 50 pounds. Specific vision abilities required include viewing computer monitor for long periods of time, close vision, distance vision, color vision, peripheral vision, and depth perception
• Must be able to wear appropriate personal protective equipment (PPE) as required
  
  

Working Conditions

• Work inside in a COPA clinic or personal office (HIPAA Compliant) Setting with ergonomically configured equipment
• Must maintain a consistent and reliable home internet connection that meets the technical requirements necessary to perform the essential functions of this remote role. A minimum internet speed of 100 Mbps download and 10 Mbps upload is required to effectively support COPA systems, secure applications, and video communication
• A professional, confidential, and quiet work environment must be maintained at all times to ensure patient privacy and high-quality service
  
  

This job description is intended to provide a general overview of the position and is not an all-inclusive list of duties, responsibilities, or expectations. Responsibilities may change as business needs evolve.