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 EHRScheduling 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

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