Intake Coordinator

Intake Coordinator

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 and responsibilities include:

• 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 include:

• 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 include:

• 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.

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.