Medication Support Specialist

Petaluma Health Center Petaluma , CA 94999

Posted 2 months ago

The Petaluma Health Center's mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is a nine-time award winner in the North Bay Business Journal's Best Places to Work for 2018, 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at

Position Title: Medication Support Specialist

The medication support specialist is responsible for gathering information from medical records and other sources as required to process medication refill and medication prior authorizations in accordance to PHC protocols and policies

Areas of Responsibility:

  • Facilitate prior authorization requests, obtaining and preparing proper forms for providers to complete for insurance authorizations.

  • Request information from insurance companies and pharmacies on behalf of prescribers regarding possible alternative therapies and providing patients with timely status communications.

  • Obtain medication prior authorizations for PHC.

  • Utilizing standard protocol as approved by the CMO, create and route electronic medical record (EMR) encounters from information received from pharmacy faxes, pharmacy electronic refill requests, patient phone calls, and EMR patient portal messages, to send in medications to pharmacy or when appropriate to providers or ambulatory care pharmacists.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Two years related experience in the healthcare field.

  • Ability to communicate effectively in a diverse workforce in all levels of the organization, both over the telephone and in person.

  • Able to sit at a computer workstation for extended periods of time.

  • Basic keyboard and computer skills, ability to utilize software programs to do data entry.

  • Basic math skills required.

  • Capable of using/learning to use an electronic medical record (EMR).

  • Strong organizational skills to manage data processing work flow.

  • Excellent communication and interpersonal skills, and ability to work well with patients, staff, providers and pharmacy staff.

  • Knowledge of e-prescribing capabilities and limitations.


  • Completion of a recognized/accredited Pharmacy Technician training program (includes hand-on training period during externship); or an equivalent combination of education and experience is required.

  • Experience and skills in a retail/community pharmacy, or equivalent experience is highly preferred.

  • Experience using e-ClinicalWorks, an electronic medical record, is preferred.

  • Must be able to learn how to appropriately and accurately document clinical information in e-ClinicalWorks and other clinical systems during introductory period.

Experience and Skills:

  • Two years related experience in billing, insurance benefits, and prescription refill coordination preferred.

  • Excellent oral and written communication.

  • Excellent interpersonal skills; ability to work effectively with culturally and linguistically diverse populations, including maintaining good relationship between pharmacy and clinical staff.

  • Ability to work in a dynamic, fast paced, team environment.

  • Ability to use good judgement in responding to questions from nurses, providers, and other clinical personnel.

  • Ability to self-motivate and work with minimal supervision, yet be able to recognize when it is appropriate to seek assistance.

  • Ability to deliver and model excellent customer service.

  • Experience working in a Joint Commission Accredited health care facility, and/or an ambulatory care facility designated as a Patient-Centered Medical Home highly preferred.

Licenses and Certifications:

  • Pharmacy Technician certification (CPhT) required

  • Candidate must be able to successfully meet PHC's credentialing and privileging requirements

Language Skills:
Ability to effectively present information and respond to questions and requests from patients, co-workers, and others as necessary. Bilingual in English and Spanish, both written and verbal highly preferred.

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

Reasoning Ability: Ability to recognize problems, collect data and establish facts.

Computer Skills:
High level of computer literacy and proficient in MS Office (Word, Excel and Outlook), electronic medical records and web applications.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Movement within health center environment repeatedly throughout the day

  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions

  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time

  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population

  • Ability to give and follow verbal and written instructions with attention to detail and accuracy

  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors

  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)

  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool

  • Ability to grasp, hold and pick up and reach with hands and arms

  • Ability to frequently lift and or move up to fifteen (15) pounds

  • Ability to occasionally lift and carry up to thirty-five (35) pounds (periodic lifting of supplies or equipment)

  • Ability to coordinate multiple tasks simultaneously

  • Ability to travel to and from other health center sites and community locations

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is regularly exposed to Health Center areas and general office environment. The work environment is a clean, well-lit, well-ventilated, and temperature controlled environment. The noise level in the work environment is usually moderate. The hours of duty are lengthy and irregular.

Acknowledgment: This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The Employee may be required to follow any other job-related instructions and to perform any other job-related duties requested. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship.

Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at

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Medication Support Specialist

Petaluma Health Center