Medication Management Coordinator
About The Position
As a Medication Management Coordinator, you will serve as a primary administrative point of contact for patients seeking psychiatric medication management services. This role supports patients through intake, scheduling, documentation, and billing processes while partnering closely with providers to ensure timely access to care. The Medication Management Coordinator plays a critical role in maintaining organized workflows, accurate records, compliant documentation, and a positive patient experience. This position operates strictly in a non-clinical capacity and supports providers by identifying missing administrative elements and facilitating follow-up as needed. This role must adhere to HIPAA privacy and security standards, applicable federal and state regulations, payer requirements, and NeuroStim TMS Centers' policies and procedures.
Requirements
- Bachelor’s degree required; psychology or a related field strongly preferred.
- Minimum of 2 years of experience in a leadership, supervisory, or team lead role.
- 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.
- Excellent communication and organizational skills.
- Ability to stay calm and focused in a dynamic, patient-facing environment.
- Tech-savvy and confident using electronic health systems and payment platforms.
- A commitment to delivering compassionate, high-quality care.
Responsibilities
- Patient Intake & Scheduling
- Receive and process new medication management inquiries via phone, email, and Salesforce.
- Schedule initial consultations and follow-up appointments accurately and efficiently.
- Ensure all new patient records are consolidated under a single patient account in AdvancedMD.
- Maintain timely follow-up with patients throughout the onboarding process.
- Documentation Readiness & Records Management
- Review incoming records to confirm required administrative documentation elements are present.
- Track outstanding items and request provider or patient follow-up when information is missing.
- Maintain organized patient charts and ensure records are uploaded and filed appropriately.
- Support provider documentation workflows by preparing non-clinical materials and routing provider letters as assigned.
- Patient Communication
- Serve as a patient liaison for scheduling questions, appointment reminders, and administrative support.
- Provide clear next-step guidance to patients while avoiding clinical advice.
- Support AMD patient messaging workflows as implemented.
- Billing & Payment Collection
- Collect copayments and patient balances at the time of visits.
- Assist with setting up payment arrangements when applicable.
- Communicate financial responsibility clearly and professionally in alignment with payer contracts and company policy.
- Operational Support
- Coordinate with Admissions and Insurance teams to ensure smooth transitions from TMS inquiry to Medication Management care.
- Monitor Salesforce tasks and opportunity stages related to medication management patients.
- Assist with prior authorization coordination and insurance readiness processes as assigned.
- Support PDMP access workflows and compliance tracking as applicable.
- Clinic & Provider Support
- Support providers by managing administrative workflows related to medication management visits.
- Prepare visit materials, track follow-ups, and coordinate documentation routing.
- Assist with clinic operations including inventory tracking and maintaining a professional patient environment.
- Provide coverage support for administrative roles as needed.
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 to help manage 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
