Intake Coordinator

NewView Oklahoma Inc•Tulsa, OK

2d•Onsite

About The Position

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.

Requirements

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.
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.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.