Intake Coordinator

POSITION DESCRIPTION

NewView's Mission: We empower individuals who are blind or have low vision, maximizing their opportunities for independence through all stages of life.

NewView Values:

Position Summary

The Intake Coordinator serves as the first point of contact for patients, families, referral sources, and community partners entering the NewView Oklahoma Clinical & Rehabilitation Center. This role is responsible for coordinating all front-office operations, coordinating patient intake, verifying insurance eligibility, scheduling clinic and rehabilitation appointments, and supporting the Office Manager in day-to-day business operations. The Intake Coordinator ensures a seamless, welcoming, and accessible experience for individuals with blindness or low vision and plays a key role in efficient clinic flow, patient satisfaction, and the revenue cycle process.

Essential Duties & Responsibilities

Patient Intake, Scheduling & Front Office Coordination

• Performs comprehensive intake for all new patients, including gathering demographic information, low vision history, referral information, prior records, and accessibility needs.
• Schedules all new and returning patients for low vision exams, rehabilitation services, telehealth visits, multidisciplinary appointments, and follow-up care.
• Complete patient check-out by accurately entering devices for purchase from low vision retail store into the POS system, handling payments, and supporting patients with any final questions.
• Sends new patient packets, intake forms, and supports patients with accessibility accommodations as needed.
• Manages provider calendars, appointment reminders, wait lists, and recall lists to ensure schedule optimization.
• Greets patients, completes check-in, registers clients in EMR, and ensures accurate and complete documentation for clinical and rehabilitation services.
• Coordinates transportation-related questions and supports patients with vision-related barriers to accessing appointments when appropriate.

Insurance Verification, Authorizations & Revenue Cycle Support

• Conducts insurance eligibility verification, benefits interpretation, and checks for copays, deductibles, coinsurance, authorizations, and referral requirements.
• Obtains prior authorizations for low vision exams, occupational therapy, rehabilitation services, and other provider-ordered services.
• Collects patient co-pays, outstanding balances, and documents all payments in accordance with revenue cycle protocols.
• Ensures all demographic, insurance, and referral information is accurate and complete at each visit to support timely billing.
• Works collaboratively with billing and administrative teams to support denial prevention and revenue cycle accuracy.

Communication, Coordination & Customer Service

• Answers incoming calls, triages inquiries, routes calls to appropriate staff, and responds to patient questions with warmth, professionalism, and clarity.
• Maintains communication with referring providers, case managers, DRS counselors, and community partners to ensure proper documentation and continuity of care.
• Facilitates requests for medical records, low vision reports, clinical documentation, and insurance information while following HIPAA and NVO confidentiality standards.
• Maintains and updates the referring provider and primary care provider databases.

Clinic Administrative & Operational Support

• Indexes and routes incoming faxes and referrals according to established protocols.
• Maintains accurate referral logs, tracks authorizations, and follows up on outstanding documentation.
• Files documents, manages correspondence, and assists with mailing letters to patients and referral sources.
• Adheres strictly to departmental safety policies, infection control procedures, and protective equipment requirements.
• Performs other duties as assigned.

Qualifications

Minimum Education & Experience

• High school diploma or equivalent required.
• Minimum 2 years of medical office experience, preferably in a specialty clinic, rehabilitation center, or ophthalmology/optometry setting.
• Experience with patient intake, insurance verification, and healthcare scheduling required.
• Experience with revenue cycle functions (eligibility, copays, basic authorizations, and patient collections) preferred.
• Experience working with individuals who are blind or visually impaired is preferred but not required training will be provided.

Knowledge, Skills & Abilities

• Working knowledge of health insurance plans, terminology, and patient financial responsibility.
• Strong organizational and multitasking skills with demonstrated ability to manage complex scheduling needs.
• Excellent communication skills with the ability to support patients with diverse needs, including those with vision loss.
• Proficiency in EMR systems, Microsoft Office, fax/indexing systems, and standard office equipment.
• Ability to work collaboratively in a fast-paced, multidisciplinary environment.
• Commitment to NewView Oklahoma's Mission and providing accessible, patient-centered care.

Physical requirements of the job:

frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.

Please note: Under the AbilityOne Program, NewView Oklahoma gives hiring preference to individuals who are legally blind. Any decision to disclose a disability by an applicant related to the hiring preference is completely voluntary. Requesting such information is also a part of our affirmative action efforts. The information that is disclosed will remain confidential. Also, your decision not to disclose disability status will not have a negative impact in the hiring process. NewView Oklahoma is an equal opportunity employer and does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, the presence of any sensory, mental or physical disability, the use of a dog guide or service animal by a person with a disability, or any other characteristic protected by federal, state, or local law.