Medication Pick-Up Coordinator

Description

Shift: 7AM-3PM Monday-Friday

The Medication Pick-Up Coordinator (MPC), classified as a Behavioral Health Technician (BHT), is a centralized coordination role responsible for managing external facility medication pick-up arrangements for clients enrolled in Community Medical Services’ Opioid Treatment Programs. Operating from the CMS Call Center and reporting to the Call Center Site Director, the MPC serves as the primary point of contact between CMS clinics and external receiving facilities — including correctional facilities, residential treatment facilities (RTFs), and skilled nursing facilities (SNFs). This role manages a dedicated email inbox, oversees facility eligibility screening, initiates and tracks Memoranda of Understanding (MOUs), submits and monitors CSAT exception requests through the SAMHSA OTP Extranet, and maintains detailed tracking records for each facility and client. The MPC/BHT does not perform clinical assessments, administer medications, or engage in any scope-of-practice functions requiring a nursing license. 

Along the way, we’ll invest in your well-being through a benefits package that includes:

• Subsidized medical, dental, and vision insurance
• Health savings account
• Short and long-term disability insurance
• Life insurance
• Paid sick, vacation, and holiday time
• 401K retirement plan with match
• Tuition and CME reimbursement up to 100%
• Employee assistance program to support your mental health and wellness
• Ongoing professional development 

Requirements

Essential Functions & Responsibilities

Inbox Management & Intake

• Monitor and manage the designated regional CMS delivery/pickup email inbox (Arizona: cmsdeliveries@cmsgiveshope.com) 
• Review incoming requests from external facilities for completeness, including required client information and a signed Release of Information (ROI)
• Log all incoming requests and initiate the facility evaluation workflow 

Facility Evaluation & MOU Execution

• Verify the requesting facility’s licensure and standing through the State Health Department website 
• Determine whether the arrangement will be a facility pickup or a CMS delivery, and initiate the appropriate process 
• Draft the appropriate MOU (Correctional Facility or RTF/SNF) and route to the Regional Operations Director for review and execution 
• Receive the executed MOU, distribute to all relevant departments, and upload to SharePoint 
• Maintain a current inventory of all active MOUs including renewal dates, expiration, and facility contact information 

Client Record Review & Coordination

• Review the client’s EMR record for recent UDS results and current medical and counseling appointments 
• If UDS is missing, instruct the receiving facility to obtain the most recent UDS; escalate to the Regional Operations Director or Director of Nursing if the facility does not collect UDSs 
• Coordinate with the Clinic Manager or Treatment Director to arrange telehealth services when medical or counseling appointments are not current
• Escalate to the Regional Operations Director or Director of Nursing when UDS results, medical provider notes, or counseling sessions are unavailable within the past 90 days 
• Document all review findings in the EMR 
• Verify the client’s payment status; notify the Regional Operations Director if the client is private pay or carries a balance 
• Confirm that the counselor has uploaded the signed ROI into the client chart 

CSAT Exception & Courtesy Dosing

• Initiate and complete CSAT exception requests (SMA-168) through the SAMHSA OTP Extranet for all applicable arrangements — correctional facilities, RTFs, SNFs, and long-term care facilities 
• Complete courtesy dosing documentation as applicable 
• Monitor the SAMHSA OTP Extranet portal for exception status; notify the clinic nursing team when an exception is approved and pick-up may proceed 
• Coordinate with the Medical Director to ensure timely physician review and submission of pending exception requests 
• Maintain current knowledge of state-specific CSAT exception requirements 

Scheduling & Pickup Coordination

• Schedule medication pickups with the external facility once all prerequisites (MOU executed, CSAT approved, ROI on file) are confirmed 
• Confirm ROI is uploaded in the client chart prior to each scheduled pickup 
• Update the tracking spreadsheet with pickup schedule, client information, dose details, and facility contact 
• Communicate pickup schedules and any changes to clinic nursing staff in advance so they may complete pre-pickup clinical verification 
• Relay facility notifications — including client discharges (required within 24 hours), medication errors, and adverse effects — to the appropriate nurse or nursing manager immediately 

Documentation & Compliance

• Maintain all records in compliance with 42 CFR Part 2, HIPAA, DEA, ADHS, and CMS policy requirements 
• Ensure executed MOUs, Chain of Custody forms, and destruction logs are received, complete, and uploaded per policy 
• Flag and escalate documentation discrepancies, including missing destruction logs, incomplete Chain of Custody forms, or dose count mismatches to nursing staff 
• Support audits and quality reviews with accurate, organized facility and client records 
• Adhere to Policy 4.5.11, Policy 4.5.36, Policy 4.5.13, and the Coordinating External Facility Medication Pickups and Deliveries work instruction 

Minimum Qualifications

• High School Diploma or GED required; Associate’s degree or higher preferred 
• Current or eligible BHT certification (or willingness to obtain within 90 days of hire) 
• Minimum 1 year of experience in a healthcare, behavioral health, social services, or administrative coordination setting 
• Experience with data tracking, case management systems, or contract/compliance documentation preferred 
• Lived experience with substance use disorder or recovery — valued and welcomed 
• Must pass background check per AHCCCS and CMS requirements 

Knowledge, Skills & Abilities

• Working knowledge of OTP/MOUD treatment models, take-home medication policies, and external facility coordination processes 
• Ability to manage multiple active facilities and clients simultaneously with a high degree of accuracy and organization 
• Strong written and verbal communication skills; professional phone and email communication with external partners 
• Comfort navigating web-based portals and tracking systems (SAMHSA OTP Extranet experience a plus) 
• Ability to identify compliance issues, escalation triggers, and documentation gaps without clinical prompting 
• Demonstrated ability to work independently in a remote or call center environment with minimal direct supervision 
• Commitment to confidentiality, regulatory compliance, and harm reduction values 
• Bilingual (English/Spanish) preferred

Physical Requirements

• Primarily desk-based; extended periods of computer and phone use 
• May involve occasional travel to clinic sites for onboarding, training, or operational coordination 

#CRPSF

About Community Medical Services

Community Medical Services (CMS) is a CARF-accredited addiction treatment program providing services in the form of outpatient medication-assisted treatment and one-on-one and group counseling to those seeking help with their opioid use disorder. Headquartered in Arizona with more than 70 treatment clinics in 14 states, CMS is dedicated to meeting the challenges presented by the growing opioid epidemic in communities where treatment is lacking.

Our Commitment

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, disability status, sexual orientation, gender identity, age, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other Conditions

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.