Medication Access Coordinator (Cleveland)

CENTRAL OUTREACH WELLNESS CENTER LLC•Cleveland Heights, OH

2d•$60,000 - $80,000•Onsite

About The Position

The Medication Access Coordinator (LPN) plays a critical role in ensuring patients have timely access to clinic-administered medications, including long-acting injectables (LAI), specialty medications, and STI treatment. This is a coordination and documentation position — the coordinator manages the medication access cycle from ordering and receipt through patient communication, documentation, inventory tracking, and billing support. The coordinator does NOT administer controlled substances; administration is performed by prescribers and RNs. The coordinator works closely with specialty pharmacy partners, drug manufacturers, clinical staff, and patients to facilitate seamless medication access and administration scheduling. For Ohio locations, this position will operate under the organization's Terminal Distributor of Dangerous Drugs (TDDD) Category III license and must comply with all applicable Ohio Board of Pharmacy regulations (OAC Chapter 4729:5). This position is responsible for Medication Access Coordination, not Medication Administration.

Requirements

Current, unrestricted Licensed Practical Nurse (LPN) license in Ohio
Current BLS/CPR certification
Graduate of an accredited practical nursing program
Minimum 2 years of experience in healthcare setting, preferably in clinical operations, pharmacy support, or medication management
Experience with electronic medical records (EMR) systems required
Proficiency with Microsoft Office Suite, particularly Excel for database management is a must
Ability to work independently and manage multiple priorities
Strong customer service orientation and ability to communicate effectively with diverse patient populations
Understanding of medical terminology
Ability to maintain confidentiality and comply with HIPAA regulations
Ability to recognize and appropriately escalate compliance concerns
Complete Ohio TDDD compliance training within 30 days of hire
Complete REMS program training (Sublocade, Brixadi) within 30 days of hire
Complete annual compliance training as required
Maintain active LPN licensure in all required states
Report any licensure changes, restrictions, or disciplinary actions immediately
Adhere to all COWC policies regarding controlled substance handling
Report suspected diversion, theft, or compliance violations per COWC policy

Nice To Haves

Additional coursework or certification in pharmacy operations, healthcare administration, or medical office management preferred
Experience with specialty pharmacy coordination preferred
Experience with patient assistance programs and manufacturer copay programs preferred
Experience with controlled substance handling and documentation preferred
Knowledge of medication handling, storage requirements, and basic controlled substance regulations
Understanding of LPN scope of practice limitations regarding controlled substances
Familiarity with REMS programs (Sublocade, Brixadi) preferred; training provided
Familiarity with Ohio TDDD requirements preferred; training provided
Strong organizational skills with attention to detail and accuracy
Excellent verbal and written communication skills

Responsibilities

Manage the ordering of long-acting injectables from specialty pharmacy partners; document all transactions in the LAI database
Coordinate receipt of Sublocade and Brixadi shipments according to REMS requirements; document receipt and immediately transfer to RN or prescriber for controlled substance verification and secured storage
Reach out to patients on LAI therapy to remind them of upcoming appointments and follow up for late injections based on targeted treatment dates as documented in the LAI database
Record new or discontinued prescriptions in the LAI database
Review clinic schedule for the following day/week to ensure injections are available for upcoming targeted treatment windows:
Communicate with clinical staff regarding medication availability and any supply issues
Support the Responsible Person in maintaining TDDD Category III license compliance at Ohio locations (Cleveland, Columbus)
Maintain accurate dangerous drug inventory records for non-controlled substances as required by OAC 4729:5-3-07
Document receipt of all dangerous drugs (non-CS) in compliance with OAC 4729:5-19-04 record-keeping requirements
Ensure proper chain of custody documentation for all medication receipts
Assist with preparation for Ohio Board of Pharmacy inspections by maintaining organized and accessible records
Report any drug diversion concerns, inventory discrepancies, or compliance issues to the Responsible Person and Office Manager immediately
Participate in annual TDDD license renewal documentation preparation
Complete required TDDD compliance training upon hire and annually thereafter
Maintain familiarity with Ohio TDDD regulations applicable to Category III clinic operations
Receive controlled substance shipments; verify package integrity and contents against packing slip
Immediately notify and transfer controlled substances to authorized personnel (prescriber or RN) for verification, inventory logging, and secured storage
Document receipt information (date, time, carrier, tracking number, package condition) in chain of custody log
Coordinate with authorized personnel to ensure timely completion of perpetual inventory entries
Monitor controlled substance inventory levels through communication with authorized personnel; coordinate reorders as applicable
Schedule patients for Long-Acting injections; coordinate timing with clinical staff availability
Manage and document clinic-administered drug inventory
Receive and document non-controlled medications received from partner pharmacies in the appropriate database daily
Safely secure non-controlled medications in designated storage areas
Record daily refrigerator temperature to ensure integrity of refrigerated medications; report excursions immediately
Conduct monthly audit of clinic medication stock for outdated items, items for destruction, and inventory replenishment; document accordingly
Conduct weekly inventory audit and reorder as needed to maintain par levels
Replenish pharmacy-related patient information materials in clinic rooms
Contact patients who have missed or have upcoming scheduled HIV, PREP long-acting injectable appointments as well as those who maybe lost to care on a regular cadence
Respond to EMR messages sent by providers to reach out to patients to schedule appointments based on refill request reviews
Monitor Artera for patient responses to messages sent
Monitor and respond to Conversation messages in the patient communication app
Communicate patient medication access issues to providers (e.g., pharmacy lock-ins) so prescriptions can be rerouted appropriately
Monitor pharmacy communication channels and take appropriate actions
Review and submit manufacturer copay and patient assistance program (PAP) applications
Coordinate and Record copay card IDs and document all actions in the EMR
Communicate with drug manufacturers regarding applications and verification of injection dates; record information in EMR
Monitor buy-and-bill clinic-administered drugs for in-stock administration and appropriate insurance billing
Validate correct procedure codes
Notify biller of submissions ready for processing
Participate in data collection and documentation for population studies and grants (e.g., Cabenuva study, Yeztugo study) as needed
Perform other duties as assigned