POSITION DESCRIPTION

Position Title:

Intake Coordinator

Reports To:

Office Manager

Department/Location:

Clinical and Rehabilitation Services / OKC Classen Clinic

Status:

Regular / Full-time, Non-Exempt

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 is the first point of contact for patients, families, and referral sources at the NewView Oklahoma Clinical & Rehabilitation Center, responsible for front-office operations, patient intake, insurance verification, scheduling, and day-to-day administrative support. The ideal candidate brings kindness, patience, and a genuine desire to help others — healthcare experience is a plus, but training will be provided.

Essential Duties & Responsibilities

• Performs comprehensive intake for new patients, including gathering demographics, low vision history, referral information, and accessibility needs.
• Greets patients, completes check-in and check-out, registers clients in the EMR, processes payments, and ensures accurate documentation.
• Schedules new and returning patients for low vision exams, rehabilitation, telehealth, and follow-up care; manages provider calendars, wait lists, and recall lists.
• Sends new patient packets and intake forms; supports patients with accessibility accommodations as needed.
• Verifies insurance eligibility and interprets benefits, including copays, deductibles, coinsurance, and authorization requirements.
• Obtains prior authorizations for low vision exams, occupational therapy, rehabilitation services, and other ordered services.
• Collects patient copays and outstanding balances; documents all payments per revenue cycle protocols.
• Ensures demographic, insurance, and referral information is accurate and complete at each visit to support timely billing.
• Collaborates with billing staff to support denial prevention and revenue cycle accuracy.
• Answers incoming calls, triages inquiries, and responds to patient questions with warmth and professionalism.
• Maintains communication with referring providers, case managers, DRS counselors, and community partners to support continuity of care.
• Processes requests for records, reports, and insurance documentation in compliance with HIPAA and NVO confidentiality standards.
• Indexes and routes incoming faxes and referrals; maintains referral logs and tracks authorizations.
• Files documents, manages correspondence, and assists with patient and referral source mailings.
• Adheres to departmental safety policies and infection control procedures.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Experience with patient intake, insurance verification, and healthcare scheduling preferred.
• Experience with revenue cycle functions (eligibility, copays, authorizations, patient collections) preferred.
• Experience working with individuals who are blind or visually impaired preferred; training will be provided.
• Demonstrates kindness, patience, and empathy when working with patients, including those with vision loss.
• Communicates clearly and compassionately, with the ability to build trust and deliver patient-centered service.
• Strong organizational and multitasking skills with the ability to manage multiple priorities in a fast-paced setting.
• Works well independently and as part of a multidisciplinary team.
• Basic familiarity with office technology; experience with EMR systems and Microsoft Office is a plus.
• Commitment to NewView Oklahoma’s mission and providing accessible, high-quality care.

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 (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.