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