Medical Administrative Coordinator

Medical Administrative Coordinator

Job Overview The Medical Administrative Coordinator is a full-time, on-site position responsible for managing both the medical and administrative coordination needs at our Lakewood clinic. This hybrid role ensures clinical and operational efficiency by supporting client flow, maintaining compliance, coordinating medical services, and helping the center function smoothly. This position requires an active Medical Assistant credential and strong organizational and interpersonal skills.

Reports To:

Directly reports to the Assistant Clinical Director. Also supports clinical and operational needs in collaboration with the Nurse Practitioner, Medical Staff, and Operations Program & Project Manager for "dotted-line" guidance and coordination on respective duties.

Medical Support Responsibilities (Primary Focus):

• Schedule patient medical appointments and maintain the appointment calendar.
• Provide basic assistance to the medical team under the direction of the Nurse and NP.
• Administer injectables (e.g., Vivitrol, Sublocade), if qualified.
• Take vital signs and collect UA/lab samples.
• Track and document lab results.
• Support Outpatient Withdrawal Management (OWM) workflows.
• Process medication prior authorizations and assist with medication distribution.
• Follow up on medical documentation and ensure timely chart updates.

Administrative & Front Desk Responsibilities:

• Provide a warm and professional reception for clients, visitors, and vendors.
• Ensure consistent front desk coverage and client check-in/out.
• Conduct client intakes and prepare welcome packages.
• Give facility tours to new or prospective clients.
• Maintain an organized and welcoming lobby and office environment.
• Schedule intake appointments and coordinate with clinical and medical teams.
• Send appointment reminders and confirm attendance.
• Track attendance and maintain intake spreadsheets.
• Collect and process client payments (credit, check) and update logs.
• Reconcile and document insurance correspondence and EOBs.
• Manage mail, packages, supplies, and office inventory.
• Coordinate facility repairs and communicate with property management.
• Support the environment of care (EOC) and safety protocols.
• Conduct daily safety checks and coordinate emergency preparedness drills.
• Assist with CARF and/or Joint Commission compliance documentation and readiness.
• Maintain purchase logs and reconcile company card usage.
• Interface with external vendors as needed.

Optional Clinical/Case Management Support (If qualified and needed):

• Support Medicaid coordination and resource referrals.
• Assist with client assessments and case management documentation.
• Maintain a small caseload under clinical supervision.
• Willingness to obtain QBHA certification is required.
• If CAT/CAS is held, may be asked to facilitate group therapy sessions (3 hrs).

Qualifications:

• Required: Active Medical Assistant credential.
• Required: 1+ year of experience in a medical or behavioral health administrative role.
• Required: QBHA credential or willingness to obtain it.
• Preferred: CAT or CAS credential.
• Strong organizational, interpersonal, and multitasking skills.
• Familiarity with EHR and insurance platforms (e.g., VOBs, DED/OOP Max).
• Clear, professional communication style and confidentiality mindset.
• Experience working in behavioral health, medical, or addiction treatment settings preferred.
• Familiarity with CARF standards preferred.

Work Schedule:

Full-time, on-site (Lakewood) Schedule: 8 hours daily, clinic hours are 8 am to 8 pm M-Th and 8 am - 4 pm F.

Compensation:

$23.00 $28.00/hour, based on experience and qualifications.

Other Duties as Assigned:

This role may evolve based on the needs of the program. Flexibility and willingness to adapt are essential.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Bereavement leave
• Dental insurance
• Dependent health insurance coverage
• Disability insurance
• Flexible spending account
• Free parking
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid jury duty
• Paid sick time
• Paid time off
• Paid training
• Professional development assistance
• Vision insurance

Medical Specialty:

• Addiction Medicine

Schedule:

• Monday to Friday

Ability to Commute:

• Lakewood, CO 80226 (Required)

Ability to Relocate:

• Lakewood, CO 80226: Relocate before starting work (Required)

Work Location: In person