Medication Coordinator

MIND BODY OPTIMIZATION INC; Fort Worth (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

MIND BODY OPTIMIZATION INC is seeking a Medication Coordinator to provide administrative and clinical support in a fast-paced outpatient behavioral health setting. You will manage refill requests, process prior authorizations, handle patient communications, and support scheduling to ensure seamless continuity of care.

The role requires 1–2 years in a healthcare office, familiarity with PA processes, and proficiency with EHR and Microsoft Office.

Qualifications

• High school diploma or equivalent; associate degree or medical/administrative training preferred.
• Minimum 1–2 years of healthcare or medical office experience.
• Familiarity with prior authorization processes and insurance verification.
• Knowledge of regulations surrounding Schedule II controlled substance refill requests a plus.
• Proficiency with EHR systems and Microsoft Office; strong written and verbal communication.

Responsibilities

• Manage a shared distribution list for incoming medication refill requests and triage accordingly.
• Process refill requests for Schedule II controlled substances per policies and regulations.
• Initiate, track, and follow up on PA requests with insurers and PBMs.
• Document all medication requests and authorizations accurately in the EHR.
• Communicate PA statuses to providers and patients promptly; escalate as needed.
• Schedule, reschedule, and cancel patient appointments; assist with reminders and follow-ups.
• Maintain HIPAA-compliant documentation of patient interactions and scheduling activity.

Skills

Prior Authorization

EHR Proficiency

Microsoft Office

Communication Skills

Attention to Detail

Education

High School Diploma

Associate Degree / Medical Administrative Training

Tools

EHR Systems

Job description

Position SummaryThe Medication Coordinator provides essential administrative and clinical support to our AdvancedPractice Providers in a fast-paced outpatient behavioral health setting. This role is responsible formanaging controlled substance refill requests, processing prior authorizations, handling patientcommunications, and supporting scheduling operations to ensure seamless continuity of care.Key ResponsibilitiesMedication & Prior Authorization ManagementMonitor and manage a shared distribution list for incoming medication refill requests, ensuring timely triage and processingProcess refill requests for Schedule II controlled substances in accordance with applicable state and federal regulations, clinic policy, and provider directionInitiate, track, and follow up on prior authorization (PA) requests with insurance carriers and pharmacy benefit managersCommunicate PA statuses and outcomes to providers and patients promptlyMaintain 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 providerPatient CommunicationAnswer inbound patient phone calls in a professional, empathetic mannerReturn patient voicemails within established response time standardsAddress general inquiries related to medications, appointments, and referrals; escalate clinical questions to the provider teamDocument all patient interactions accurately in the EHRScheduling SupportSchedule, reschedule, and cancel patient appointments as neededAssist with appointment reminders and follow-up outreachCoordinate with providers to manage scheduling workflows and optimize patient accessCompliance & DocumentationMaintain accurate and timely documentation of patient interactions, scheduling activity, and financial transactionsEnsure all administrative processes adhere to HIPAA and behavioral health privacy regulationsRequired QualificationsHigh school diploma or equivalent; associate degree or medical/administrative training preferredMinimum 1–2 years of experience in a healthcare or medical office settingFamiliarity with prior authorization processes and insurance verificationKnowledge of or willingness to learn regulations surrounding Schedule II controlled substance refill requestsProficiency with EHR systems and Microsoft OfficeStrong written and verbal communication skillsExceptional attention to detail and ability to manage high-volume workflowsPreferred QualificationsExperience in behavioral health, psychiatry, or a specialty outpatient clinicMedical Assistant (MA), Pharmacy Technician, or similar certificationExperience with EHR systems in a clinical settingCore CompetenciesDiscretion & Confidentiality — Handles sensitive patient and medication information with strict HIPAA complianceOrganization — Manages multiple priorities and distribution queues without sacrificing accuracyEmpathy & Professionalism — Engages with behavioral health patients with patience, compassion, and appropriate boundariesTeam Collaboration — Works closely with the Lead Medication Coordinator, APPs, and admin staff to support smooth daily operations