Scheduling Assistant and Access Coordinator

NewView Oklahoma Inc • Oklahoma City, OK

1d

About The Position

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.

Requirements

• 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.
• 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.

Nice To Haves

• Experience in a VA, specialty clinic, or multidisciplinary rehabilitation setting preferred.

Responsibilities

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

Benefits

• No nights or weekends, supporting a healthy work–life balance.
• Tuition reimbursement for approved coursework and professional development.
• 403(b) retirement plan with company match.
• Coverage for required licensure and certification renewals.
• Student loan forgiveness eligibility through qualifying programs.
• Meaningful work in a mission-driven nonprofit organization serving individuals who are blind or have low vision.
• Supportive, collaborative clinical team environment focused on quality care and professional growth.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED