Medication Coordinator

Job Details: Job Location: Alliance, TX

• Fort Worth, TX, Position Type: Full Time, Salary Range: $41600.00Salary, 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 EHR Scheduling 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 Qualifications: 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