Medline Coordinator

HAMILTON HEALTH CENTER INC; Harrisburg (Dauphin County); On-site; USD 36,000 - 54,000; Full time

Job summary

Hamilton Health Center is seeking a Medline Coordinator to manage medication refill requests, support provider workflows, and ensure timely communication between patients, pharmacies, and clinical staff.

You will document refill activity in the EMR, educate patients on refill policies, and present requests to providers for review, while maintaining HIPAA compliance and high-quality customer service in a fast-paced clinic setting.

Qualifications

• Knowledge of clinical procedures and healthcare workflows.
• Understanding of medication refill processes and policies.
• Proficiency in data entry and EMR usage.
• Strong interpersonal and communication skills with patients and staff.
• Excellent organizational skills and attention to detail.

Responsibilities

• Answer incoming calls from patients and pharmacies regarding medication refills.
• Investigate and track refill status to ensure timely processing.
• Educate patients on Hamilton Health Center’s refill policies and procedures.
• Provide high-quality customer service to patients, pharmacies, and internal staff.
• Document all refill activity in the EMR accurately.
• Present refill requests to providers for review and authorization.
• Notify patients of denied requests and provide follow-up guidance.
• Prepare prior authorization requests as required.
• Maintain knowledge of Medical Assistant scope and comply with policies.

Skills

EMR data entry

Interpersonal communication

HIPAA compliance

Detail oriented

Education

High school diploma or equivalent

Medical Assistant program certification

Tools

EMR systems

Job description

Description

The Medline Coordinator is responsible for managing medication refill requests, supporting provider workflows, and ensuring accurate and timely communication between patients, pharmacies, and clinical staff. This role plays a critical part in maintaining continuity of care, ensuring compliance with documentation standards, and supporting efficient medication management processes.

ESSENTIAL FUNCTIONS:

• Answer incoming calls from patients and pharmacies regarding medication refill requests.
• Investigate and track the status of medication refills to ensure timely processing.
• Educate patients on Hamilton Health Center’s medication refill policies and procedures.
• Provide high-quality customer service to patients, pharmacies, and internal staff.
• Ensure accurate documentation of all medication refill activity within the electronic medical record (EMR).
• Monitor fax and phone systems for incoming refill requests and messages.
• Retrieve and process voicemail messages related to medication refill requests.
• Present refill requests to providers in a timely manner for review and authorization.
• Fax completed and signed medication refill requests to the appropriate pharmacies.
• Ensure proper handling and routing of documentation, including placement in designated scan bins.
• Document refill activity in patient charts following established EMR workflows.
• Notify patients of denied refill requests and provide appropriate follow-up guidance.
• Prepare prior authorization requests in accordance with provider orders and obtain required signatures.
• Maintain knowledge of Medical Assistant scope of practice and perform duties accordingly.
• Ensure compliance with Hamilton Health Center policies, procedures, and regulatory requirements.
• Identify opportunities to improve workflow efficiency, productivity, and quality of service.
• Utilize accurate medical terminology in all patient and provider communications.
• Participate in training, conferences, and professional development opportunities as required.
• Perform other duties as assigned in support of departmental and organizational goals.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:

• Knowledge of clinical procedures, including vital signs, blood glucose testing, urinalysis, hemoccult testing, peak flow testing, pregnancy testing, EKG, and phlebotomy.
• Understanding of medication refill processes and healthcare workflows.
• Proficiency in data entry and use of electronic medical record (EMR) systems.
• Strong interpersonal and communication skills with the ability to interact effectively with patients, providers, and pharmacy staff.
• Ability to provide clear, courteous, and professional customer service.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Attention to detail and commitment to accuracy in documentation and patient records.
• Ability to work independently and as part of a team in a fast-paced environment.
• Ability to identify workflow inefficiencies and recommend process improvements.
• Knowledge of HIPAA requirements and ability to maintain confidentiality.
• Ability to use appropriate medical terminology in all communications.
• Demonstrates professionalism, accountability, and adaptability.

MINIMUM EDUCATION & EXPERIENCE:

Education & Certifications

• High school diploma or equivalent required.
• Completion of an accredited Medical Assistant program required.

Experience

• Experience in a medical office, pharmacy support role, or similar healthcare setting preferred.

PREFERRED QUALIFICATIONS:

• CPR / First Aid certification.
• One (1) year of experience in a medical or physician office setting.
• Knowledge of Joint Commission regulations.
• Bilingual ability (Spanish, Nepali, French, Arabic preferred).

OTHER REQUIREMENTS:

• Ability to work within established workflows and adapt to changing operational needs.

EQUAL OPPORTUNITY EMPLOYER:

Hamilton Health Clinic is an equal opportunity employer. We are committed to providing an inclusive and diverse work environment where all employees are valued, respected, and have the opportunity to succeed. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, or any other protected status. All employment decisions are based on qualifications, merit, and business needs.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with co-workers, internal and external customers, and outside contractors and vendors.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING SKILLS

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS/MOTOR COORDINATION

Requires hand-eye coordination; finger dexterity, and a combination of sitting, standing, climbing, stooping, balancing, kneeling, reaching, carrying, pushing, pulling, lifting (up to 15 pounds). Must be able to write, type, use telephone and computer systems, and other office equipment. May require sitting or standing for long periods of time.

WORK ENVIRONMENT

Exposure to routine medical office/health clinic conditions as well as adverse environmental conditions such as dust, temperature and noise extremes, etc. May be exposed to infectious or contagious disease.

This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically. This job description is not a contract.