Medication Management Coordinator

ARC Health Partners • Issaquah, WA

9d • Onsite

About The Position

The Medication Management Coordinator is the primary administrative point of contact for patients seeking psychiatric medication management services. The role supports intake, scheduling, documentation, and billing processes, partnering closely with providers to help ensure timely access to care. It maintains organized workflows, accurate records, compliant documentation, and a positive patient experience.

This position is strictly non-clinical. It supports providers by identifying missing administrative elements and facilitating follow-up. The coordinator must adhere to HIPAA privacy and security standards, applicable federal and state regulations, payer requirements, and Dayspring’s policies and procedures. The position is full-time, non-exempt, W-2, and in-person at the Issaquah location. The schedule is Monday through Friday, during operating hours between 8:00 AM and 5:00 PM.

Requirements

• Bachelor’s degree required.
• At least 2 years of experience in a leadership, supervisory, or team lead role.
• Excellent communication and organizational skills.
• Ability to remain calm and focused in a dynamic, patient-facing environment.
• Tech-savvy and confident using electronic health systems and payment platforms.
• Commitment to delivering compassionate, high-quality care.

Nice To Haves

• Psychology or a related field is strongly preferred.
• Experience scheduling patients and managing workflows within an Electronic Health Record (EHR) system; AdvancedMD experience preferred.
• Prior experience in a healthcare, behavioral health, or medical office setting is highly valued.

Responsibilities

• Receive and process new medication management inquiries by phone, email, and Salesforce.
• Schedule initial consultations and follow-up appointments accurately and efficiently.
• Ensure new patient records are consolidated under a single patient account in AdvancedMD.
• Maintain timely follow-up with patients throughout onboarding.
• Review incoming records to confirm required administrative documentation is present.
• Track outstanding items and request provider or patient follow-up when information is missing.
• Prepare non-clinical materials and route provider letters as assigned to support provider documentation workflows.
• Serve as a patient liaison for scheduling questions, appointment reminders, and administrative support.
• Provide patients with clear next-step guidance while avoiding clinical advice.
• Support AMD patient messaging workflows as implemented.
• Proactively contact at-risk patients and encourage and assist with scheduling follow-up after cancellations, no-shows, or missed care opportunities.
• Monitor Salesforce tasks and opportunity stages related to medication management patients.
• Assist with prior authorization coordination and insurance readiness processes as assigned.
• Manage administrative workflows related to medication management visits and provide coverage for administrative roles as needed.
• Support the Neuropsychological Evaluation Intake Coordinator with calls and other tasks as needed.
• Prepare and communicate detailed cost estimates for neuropsychological evaluation services.
• Respond to questions about insurance coverage, expected out-of-pocket costs, and the financial aspects of evaluations.

Benefits

• 401(k) retirement plan with employer match up to 4%.
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents.
• HSA with employer contribution and FSA options for healthcare and dependent care expenses.
• Employer-paid life insurance and AD&D coverage.
• Employee Assistance Program (EAP) with confidential mental health and life support resources.
• Generous paid time off and additional paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level