Scheduling Assistant and Access 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 Clinical Scheduling & Access Coordinator manages complex scheduling operations for Clinical and Rehabilitation Services across all NewView Oklahoma (NVO) locations, including Optometry and direct rehabilitation providers (OT, O&M, Assistive Technology, and related services).

This role coordinates center-based, itinerant, and hybrid service delivery to ensure timely access to care, optimized provider utilization, and alignment with each client's individualized plan of care. The coordinator verifies insurance eligibility at the time of scheduling and collaborates with referring partners to support accurate, compliant, and efficient appointment coordination.

This is a part-time position requiring prior healthcare scheduling experience.

Essential Duties & Responsibilities

1. Schedule new and returning clients for clinical and rehabilitation services across multiple service models (center-based, itinerant, hybrid) and all NVO locations.
2. Align scheduling with provider recommendations and prescribed plans of care (e.g., scheduling full treatment series as indicated).
3. Coordinate geographic routing for itinerant providers to maximize efficiency.
4. Manage recurring, high-frequency, and intensive service schedules.
5. Maintain optimized provider calendars, manage cancellations, and monitor waitlists to support productivity and access.
6. Verify insurance eligibility and benefits at the time of scheduling.
7. Identify authorization or referral requirements as applicable.
8. Communicate coverage and scheduling expectations clearly to clients.
9. Coordinate with external referring partners, agencies, and case managers to ensure documentation and continuity of care.
10. Serve as a professional, empathetic point of contact for clients and families.
11. Provide accessible communication for individuals who are blind or have low vision.
12. Collaborate closely with the Client Experience Team to ensure seamless service coordination.
13. Maintain strict adherence to HIPAA and confidentiality standards.
14. Maintain accurate scheduling documentation within EMR systems.
15. Support reporting related to service frequency and completion.
16. Assist in refining scheduling workflows and process improvements.
17. Perform other duties as assigned to support clinic operations.

Qualifications

• High school diploma or equivalent required.
• Minimum 2-3 years of healthcare scheduling experience required.
• Experience managing complex provider calendars.
• Experience verifying insurance eligibility and understanding benefit structures.
• Experience in a VA, specialty clinic, or multidisciplinary rehabilitation setting preferred.
• Strong understanding of healthcare scheduling workflows and provider utilization.
• Working knowledge of insurance terminology and patient financial responsibility.
• Exceptional organizational skills and attention to detail.
• Professional, client-centered communication skills.
• Proficiency with EMR systems and Microsoft Office.
• Ability to work independently while collaborating within a multidisciplinary team.
• Commitment to NewView Oklahoma's mission and accessible care standards.

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.

What We Offer:

Mission Alignment Statement:

Every member of the Clinical & Rehabilitation Team contributes to NewView Oklahoma's commitment to empowering people with vision loss to live independently, confidently, and fully engaged in their communities. This role directly supports that mission through education, rehabilitation, and advocacy.

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.