Medication Coordinator

Job DetailsJob Location: Fort Worth, TX 76177Position Type: Full TimeSalary Range: $41,600.00 SalaryPosition 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

QualificationsRequired 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