Medical Coordinator
Reports To: Director of Operations and Medical Director
Status: Full-Time, Virtual

Position Summary
The Medical Coordinator is responsible for keeping prescriber operations organized, full,
compliant, and running smoothly. This includes managing schedules, refill requests, medical
records, faxes, messages, voicemails, emails, prior authorizations, waitlist calls, client follow-up,
new client intake support, and other client care coordination responsibilities.

This is a performance-based position. Success is measured by full schedules, reduced
cancellations/no-shows, timely follow-up, compliance with controlled substance requirements,
and making sure clients are receiving the care they are required to receive.

Key Responsibilities

● Keep prescriber schedules full and fill cancellations quickly from the waitlist.
● Take on new clients as part of the CCC function, not only prescriber clients.
● Respond to current client inquiries, voicemails, emails, and messages.
● Answer and respond to prescriber-related messages, voicemails, emails, and faxes.
● Check faxes regularly and make sure items are routed or handled appropriately.
● Help clients obtain required medical records before appointments.
● Track refill requests and make sure all refill requests are addressed.
● Make sure refills are not sent if the client has not been seen as required.
● Track prior authorizations and follow up until completed.
● Handle other client care coordination responsibilities as needed.
● Make sure any forms or letters requested by prescribers go through the proper
assessment/evaluation process and are addressed in a timely manner.
● Monitor client attendance, cancellations, no-shows, and non-compliance.
● Follow company policy for warning letters and discharges when clients are non-compliant.
● Make sure prescriber clients are seeing a therapist at least monthly, either at TheraCorp or
with an outside therapist.
● If therapy is outside TheraCorp, obtain a letter confirming the client is actively in therapy.
● Make sure coverage is assigned when out of the office or on vacation.

 

Qualifications

● Medical, behavioral health, or psychiatric office experience preferred.
● Valant experience preferred.
● Strong follow-through, organization, and communication skills.
● Comfortable managing calls, emails, faxes, records, schedules, and client follow-up.
● Able to work independently and be held accountable to measurable results.
● Must maintain confidentiality and follow HIPAA requirements.