Medication Coordinator

Position Summary

The Medication Coordinator provides essential administrative and clinical support to our Advanced

Practice Providers in a fast-paced outpatient behavioral health setting. This role is responsible for

managing controlled substance refill requests, processing prior authorizations, handling patient

communications, and supporting scheduling operations to ensure seamless continuity of care.

Key Responsibilities

Medication & Prior Authorization Management

• Monitor and manage a shared distribution list for incoming medication refill requests, ensuring timely triage and processing
• Process refill requests for Schedule II controlled substances in accordance with applicable state and federal regulations, clinic policy, and provider direction
• Initiate, track, and follow up on prior authorization (PA) requests with insurance carriers and pharmacy benefit managers
• Communicate PA statuses and outcomes to providers and patients promptly
• Maintain accurate and thorough documentation of all medication requests and authorizations within the electronic health record (EHR)
• Escalate complex or urgent medication needs to the Lead Medication Coordinator or appropriate provider

Patient Communication

• Answer inbound patient phone calls in a professional, empathetic manner
• Return patient voicemails within established response time standards
• Address general inquiries related to medications, appointments, and referrals; escalate clinical questions to the provider team
• Document all patient interactions accurately in the EHR

Scheduling Support

• Schedule, reschedule, and cancel patient appointments as needed
• Assist with appointment reminders and follow-up outreach
• Coordinate with providers to manage scheduling workflows and optimize patient access

Compliance & Documentation

• Maintain accurate and timely documentation of patient interactions, scheduling activity, and financial transactions
• Ensure all administrative processes adhere to HIPAA and behavioral health privacy regulations

Qualifications

Required Qualifications

• High school diploma or equivalent; associate degree or medical/administrative training preferred
• Minimum 1–2 years of experience in a healthcare or medical office setting
• Familiarity with prior authorization processes and insurance verification
• Knowledge of or willingness to learn regulations surrounding Schedule II controlled substance refill requests
• Proficiency with EHR systems and Microsoft Office
• Strong written and verbal communication skills
• Exceptional attention to detail and ability to manage high-volume workflows

Preferred Qualifications

• Experience in behavioral health, psychiatry, or a specialty outpatient clinic
• Medical Assistant (MA), Pharmacy Technician, or similar certification
• Experience with EHR systems in a clinical setting

Core Competencies

• Discretion & Confidentiality - Handles sensitive patient and medication information with strict HIPAA compliance
• Organization - Manages multiple priorities and distribution queues without sacrificing accuracy
• Empathy & Professionalism - Engages with behavioral health patients with patience, compassion, and appropriate boundaries
• Team Collaboration - Works closely with the Lead Medication Coordinator, APPs, and admin staff to support smooth daily operations