Medication Coordinator

MIND BODY OPTIMIZATION 1•Fort Worth, TX

1d•$0 - $41,600•Onsite

About The Position

The Medication Coordinator provides administrative and clinical support to Advanced Practice Providers in a fast-paced outpatient behavioral health setting. The role manages controlled substance refill requests, prior authorizations, patient communications, and scheduling operations to support continuity of care. This is an administrative healthcare support position, not a clinical, nursing, pharmacy, or medication-prescribing role. The position is on-site at a designated home center in a standard outpatient clinic environment. It involves extended periods at a desk or workstation and extended use of a computer. Duties and compensation structures may change as business needs evolve.

Requirements

High school diploma or equivalent.
At least 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 concerning 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.
Ability to handle sensitive patient and medication information with strict HIPAA compliance.
Ability to manage multiple priorities and distribution queues accurately.
Ability to engage behavioral health patients with patience, compassion, and appropriate boundaries.
Ability to sit, stand, and use a computer for extended periods.

Nice To Haves

Associate degree or medical/administrative training.
Experience in behavioral health, psychiatry, or a specialty outpatient clinic.
Medical Assistant, Pharmacy Technician, or similar certification.
Experience with EHR systems in a clinical setting.

Responsibilities

Monitor and manage a shared distribution list for incoming medication refill requests, ensuring timely triage and processing.
Process Schedule II controlled substance refill requests in accordance with applicable state and federal regulations, clinic policy, and provider direction.
Initiate, track, and follow up on prior authorization requests with insurance carriers and pharmacy benefit managers.
Communicate prior authorization statuses and outcomes promptly to providers and patients.
Maintain accurate, thorough EHR documentation of medication requests and authorizations.
Escalate complex or urgent medication needs to the Lead Medication Coordinator or an appropriate provider.
Answer inbound patient phone calls professionally and empathetically, and return voicemails within established response time standards.
Address general inquiries about medications, appointments, and referrals; escalate clinical questions to the provider team.
Document patient interactions accurately in the EHR.
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.
Maintain accurate and timely documentation of patient interactions, scheduling activity, and financial transactions.
Ensure administrative processes adhere to HIPAA and behavioral health privacy requirements.
Work with the Lead Medication Coordinator, Advanced Practice Providers, and administrative staff to support daily operations.