Medical Care Coordinator

Reports to:

Director of Residential Operations

FLSA Status:

Full-time non-exempt

Location

Prineville, OR

32hr -week(4 day/wk. position)

Our mission is to improve the lives of those struggling with mental health and substance use by providing timely access to compassionate and effective behavioral healthcare. As an organization, we value Authenticity, Integrity, Compassion, and Connection; therefore, in all our interactions, we walk a courageous path where our values, ideals, and actions align to create and maintain authentic connections with others.

POSITION OVERVIEW

The Medical Care Coordinator is a healthcare-focused coordination and medication support role that helps ensure safe, timely, and well-organized care for youth in the residential treatment program. The position includes two distinct functions:

• Medical Coordination and Medication Management
• Care Coordination and Discharge Planning Support.

The role operates within Medical Assistant scope of practice under appropriate provider supervision and supports, but does not replace, the responsibilities of therapists, Admissions, prescribing providers, or other treatment team members.

Essential Position Responsibilities

Medical Coordination & Medication Management

• Coordinate medical, dental, vision, specialty, pharmacy, and other healthcare needs for youth in residential treatment.
• Gather, document, and maintain accurate medication histories, home medication lists, supplement information, pharmacy information, and relevant healthcare records.
• Coordinate prescription refills, pharmacy communication, medication-related documentation, and provider follow-up within established protocols and scope of practice.
• Support admission-related medication workflows by gathering information, routing questions to prescribing providers, and entering or transcribing provider-verified orders as permitted by agency policy and scope of practice.
• Support medication administration processes, Medication Administration Record (MAR) workflows, medication documentation, medication audits, and medication safety practices.
• Identify, document, and escalate medication errors, discrepancies, missing or expiring orders, adverse reactions, near misses, and other medication safety concerns according to established protocols.
• Collaborate with the Medical Director and prescribing providers to ensure timely follow-up on medication-related questions, concerns, and needs.

Care Coordination & Discharge Planning

• Support healthcare-related admission readiness, ongoing care coordination, and discharge planning for youth in residential treatment.
• Assist with gathering medical information and identifying healthcare needs during the admission process.
• Coordinate healthcare appointments, referrals, releases of information (ROIs), provider communication, and follow-up activities.
• Research and coordinate healthcare, behavioral healthcare, recovery support, and aftercare resources appropriate to each youth's anticipated discharge community.
• Track referrals and support scheduling, warm handoffs, and continuity-of-care planning in collaboration with therapists and other treatment team members.
• Coordinate post-discharge follow-up and established check-in calls to support continuity of care.
• Coordinate with CCOs, schools, child welfare, juvenile justice, healthcare providers, and other community partners as assigned and within role scope.

Communication & Treatment Team Support

• Serve as a central point of contact for healthcare-related communication among youth, families, residential staff, therapists, prescribing providers, healthcare providers, pharmacies, and program leadership.
• Help ensure medical and medication-related information is clear, complete, accurate, and communicated through appropriate channels.
• Participate in treatment team meetings, care coordination meetings, shift communication, and case consultations as assigned.
• Provide relevant medical, medication, appointment, referral, and healthcare follow-up information to support coordinated treatment planning.
• Support youth and families in understanding healthcare coordination, medication processes, appointments, referrals, and appropriate communication pathways.
• Reinforce appropriate escalation pathways and help reduce fragmented or duplicative communication related to medical and medication needs.

Staff Training & Protocol Support

• Provide training, coaching, and ongoing reinforcement to residential staff regarding medication administration, documentation, MAR processes, medication safety, and healthcare coordination.
• Support onboarding of new staff related to medication management workflows, healthcare coordination, appointment processes, and medical communication expectations.
• Provide respectful corrective guidance when staff need support understanding or following medication and care coordination protocols.
• Partner with the Medical Director, Program Manager, Clinical Director, and Director of Residential Operations to identify training needs and reinforce safety and operational expectations.
• Promote trauma-informed, youth-centered, and developmentally appropriate approaches in all medical coordination and medication support activities.

Documentation, Quality & Compliance

• Maintain timely, accurate, objective, and clinically useful documentation in the electronic health record and other required systems.
• Maintain tracking systems for appointments, referrals, medication follow-up, ROIs, provider communication, and discharge/continuing-care activities.
• Ensure care coordination and medication-related documentation meets agency, regulatory, payer, audit, and compliance requirements.
• Support quality improvement activities, medication audits, process reviews, utilization review, authorization, billing, grant, and compliance activities as assigned.
• Identify systemic risks, recurring concerns, or gaps in care coordination and medication processes and communicate them to appropriate leadership.

What we offer

• 32 hour week(4 days/wk.) position! Work Life Balance Emphasis!
• Health insurance – employer pays 100% of base plan premium
• Dental insurance
• Vision insurance
• 401(k) with employer match
• Flexible spending account
• Life insurance
• 10 paid holidays including your birthday
• Paid vacation (PTO accrual)
• Sick leave accrual
• Paid wellness days
• Compensation $28-$30/hr depending on experience

PHYSICAL JOB DESCRIPTION

Essential Physical Tasks

Employee must be able to perform the essential functions of the position satisfactorily, with or without reasonable accommodation. This position requires the ability to access and navigate agency facilities, sit and work at a computer for extended periods, communicate by phone/video/in person, and occasionally lift up to 25 pounds. Additional physical demands may vary based on program needs and assigned duties.

EEO/AAP Statement: Rimrock Trails provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement: Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Disclaimer: Rimrock Trails retains the right to change or assign other duties to this position based on business needs, program requirements, and applicable law.

Requirements

QUALIFICATIONS, KNOWLEDGE AND SKILLS

Minimum Required

• Certified Medical Assistant (CMA) is required.
• Experience providing direct services, care coordination, medical coordination, medication support, behavioral health support, or administrative healthcare coordination in a residential, behavioral health, medical, youth-serving, or similar setting.
• Ability to work within clearly defined protocols and scope of authority, including understanding that this position does not prescribe, diagnose, independently assess medication changes, or modify medication orders outside delegated authority and agency-approved protocols.
• Strong attention to detail, organization, follow-through, judgment, confidentiality, and communication skills.
• Ability to provide exceptional customer service and maintain effective relationships with youth, families, prescribers, pharmacies, providers, referral sources, staff, and leadership.
• Ability to work effectively both individually and as a member of a multidisciplinary team.
• Current Oregon driver’s license and ability to meet agency driving requirements if transportation duties are assigned.

Preferred

• Experience in youth residential treatment, adolescent behavioral health, substance use treatment, integrated healthcare, care coordination, or medication management support.
• Experience working with CCOs, schools, child welfare, juvenile justice, community providers, and multidisciplinary treatment teams.
• Experience supporting medication management workflows, medication documentation, medication audits, and medication safety activities.
• Experience supporting discharge planning and continuity-of-care activities.