Intake Coordinator

Intake Coordinator

Reports To: Practice Manager

Department/Location: Rehabilitation/Oklahoma City Low Vision Clinic

Status: Regular Full-Time

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:

• Commitment to Empower
• Driven by Excellence
• Compassion is Key
• Leaders who Inspire

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 coordinates front-office operations, manages patient intake, verifies insurance eligibility, schedules clinic and rehabilitation appointments, and supports day-to-day business functions.

The Intake Coordinator ensures a seamless, welcoming, and accessible experience for individuals with blindness or low vision and plays a key role in supporting efficient clinic flow, patient satisfaction, and the revenue cycle process.

NewView Oklahoma invests in training team members who bring the right mindset leading with kindness, patience, empathy, and a genuine desire to help others and offers opportunities to grow into roles of greater responsibility over time.

Essential Duties and Responsibilities

1. Performs comprehensive intakes for all new patients, including gathering demographic information, referral information, prior records, and accessibility needs.
2. Sends new patient packets and intake forms and supports patients with accessibility accommodations as needed.
3. Manages provider calendars, appointment reminders, wait lists, and recall lists to ensure scheduling optimization.
4. Greets patients, completes check-in within the EMR, and ensures accurate and complete documentation for insurance and patient demographics.
5. Supports patients with vision-related barriers to accessing appointments when appropriate.
6. Routes incoming faxes and referrals according to established protocols.
7. Maintains accurate referral logs, tracks authorizations, and follows up on outstanding documentation.
8. Completes patient check-out by accurately handling patient payments and supporting patients with any final questions regarding our services.
9. Processing device purchases from the low vision retail store using our POS system.
10. Assists with mailing letters to patients and day-to-day administrative support for the clinic.
11. Conducts insurance eligibility verification, benefits interpretation, and checks for copays, deductibles, coinsurance, authorizations, and referral requirements.
12. Obtains prior authorizations for low vision exams, occupational therapy, rehabilitation services, and other provider-ordered services.
13. Collects patient co-pays and outstanding balances and documents for all payments in accordance with revenue cycle protocols.
14. Ensures all demographic, insurance, and referral information is accurate and complete at each visit to support timely billing.
15. Works collaboratively with billing and administrative teams to support denial prevention and revenue cycle accuracy.
16. Must follow all company policies and procedures, including departmental safety policies.
17. Performs other duties as assigned.

Qualifications (Minimum Education, Experience, Training, Licensure, Certification)

Required:

• High school diploma or equivalent required.
• Medical office experience preferred (front-desk, scheduling, insurance verification, or similar).
• Experience with revenue cycle functions (eligibility, copays, basic authorizations, and patient collections) preferred but not required.
• Experience supervising, training, or coordinating the work of other front-office or administrative staff is a plus, as is experience with office operations tasks such as process improvements or scheduling system oversight.
• Experience working with individuals who are blind or visually impaired is preferred but not required; training will be provided.
• Demonstrates kindness, patience, and empathy when working with patients, including those with diverse needs such as vision loss.
• Shows a strong willingness to learn, grow, and adapt in a changing healthcare environment; open to training, coaching, and building new skills over time.
• Communicates clearly and compassionately, with the ability to build trust and provide supportive, patient-centered service.
• Approaches work with strong organizational habits and the ability to manage multiple priorities; scheduling and administrative skills can be developed with training.
• Works well both independently and as part of a collaborative, multidisciplinary team in a fast-paced setting.
• Brings a positive attitude and problem-solving mindset, with flexibility to adjust to new workflows or responsibilities.

Physical Requirements of the Job

• Light Work Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly 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.