The Medication Access Coordinator (LPN) plays a critical role in ensuring patients have timely access
to clinic-administered medications, including long-acting injectables (LAI), specialty medications, and
STI treatment. This is a coordination and documentation position — the coordinator manages the
medication access cycle from ordering and receipt through patient communication, documentation,
inventory tracking, and billing support. The coordinator does NOT administer controlled substances;
administration is performed by prescribers and RNs.
The coordinator works closely with specialty pharmacy partners, drug manufacturers, clinical staff, and
patients to facilitate seamless medication access and administration scheduling.
For Ohio locations, this position will operate under the organization's Terminal Distributor of Dangerous
Drugs (TDDD) Category III license and must comply with all applicable Ohio Board of Pharmacy
regulations (OAC Chapter 4729:5).
This position is responsible for Medication Access Coordination, not Medication Administration.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Long-Acting Injectable (LAI) Coordination
- Manage the ordering of long-acting injectables from specialty pharmacy partners; document all transactions in the LAI database
- Coordinate receipt of Sublocade and Brixadi shipments according to REMS requirements; document receipt and immediately transfer to RN or prescriber for controlled substance verification and secured storage
- Reach out to patients on LAI therapy to remind them of upcoming appointments and follow up for late injections based on targeted treatment dates as documented in the LAI database
- Record new or discontinued prescriptions in the LAI database
- Review clinic schedule for the following day/week to ensure injections are available for upcoming targeted treatment windows:
- Communicate with clinical staff regarding medication availability and any supply issues
Ohio TDDD Compliance (Ohio Locations)
Regulatory Reference: OAC 4729:5-2, 4729:5-3, 4729:5-19
- Support the Responsible Person in maintaining TDDD Category III license compliance at Ohio locations (Cleveland, Columbus)
- Maintain accurate dangerous drug inventory records for non-controlled substances as required by OAC 4729:5-3-07
- Document receipt of all dangerous drugs (non-CS) in compliance with OAC 4729:5-19-04 record-keeping requirements
- Ensure proper chain of custody documentation for all medication receipts
- Assist with preparation for Ohio Board of Pharmacy inspections by maintaining organized and accessible records
- Report any drug diversion concerns, inventory discrepancies, or compliance issues to the Responsible Person and Office Manager immediately
- Participate in annual TDDD license renewal documentation preparation
- Complete required TDDD compliance training upon hire and annually thereafter
- Maintain familiarity with Ohio TDDD regulations applicable to Category III clinic operations
Controlled Substance Coordination (Within LPN Scope)
Regulatory Reference: 21 CFR 1301-1304; OAC 4729:5-3-14
- Receive controlled substance shipments; verify package integrity and contents against packing slip
- Immediately notify and transfer controlled substances to authorized personnel (prescriber or RN) for verification, inventory logging, and secured storage
- Document receipt information (date, time, carrier, tracking number, package condition) in chain of custody log
- Coordinate with authorized personnel to ensure timely completion of perpetual inventory entries
- Monitor controlled substance inventory levels through communication with authorized personnel; coordinate reorders as applicable
- Schedule patients for Long-Acting injections; coordinate timing with clinical staff availability
- Note: LPN may NOT access locked CS storage, log CS in perpetual inventory, administer CS, or witness CS waste.
Medication Inventory and Storage (Non-Controlled)
- Manage and document clinic-administered drug inventory
- Receive and document non-controlled medications received from partner pharmacies in the appropriate database daily
- Safely secure non-controlled medications in designated storage areas
- Record daily refrigerator temperature to ensure integrity of refrigerated medications; report excursions immediately
- Conduct monthly audit of clinic medication stock for outdated items, items for destruction, and inventory replenishment; document accordingly
- Conduct weekly inventory audit and reorder as needed to maintain par levels
- Replenish pharmacy-related patient information materials in clinic rooms
Patient Communication and Coordination
- Contact patients who have missed or have upcoming scheduled HIV, PREP long-acting injectable appointments as well as those who maybe lost to care on a regular cadence
- Respond to EMR messages sent by providers to reach out to patients to schedule appointments based on refill request reviews
- Monitor Artera for patient responses to messages sent
- Monitor and respond to Conversation messages in the patient communication app
- Communicate patient medication access issues to providers (e.g., pharmacy lock-ins) so prescriptions can be rerouted appropriately
- Monitor pharmacy communication channels and take appropriate actions
Patient Assistance and Financial Support
- Review and submit manufacturer copay and patient assistance program (PAP) applications
- Coordinate and Record copay card IDs and document all actions in the EMR
- Communicate with drug manufacturers regarding applications and verification of injection dates; record information in EMR
Billing Support
- Monitor buy-and-bill clinic-administered drugs for in-stock administration and appropriate insurance billing
- Validate correct procedure codes
- Notify biller of submissions ready for processing Data Collection and Special Projects
- Participate in data collection and documentation for population studies and grants (e.g.,Cabenuva study, Yeztugo study) as needed
- Perform other duties as assigned
- Current, unrestricted Licensed Practical Nurse (LPN) license in Ohio
- Current BLS/CPR certification
Education
- Graduate of an accredited practical nursing program
- Additional coursework or certification in pharmacy operations, healthcare administration, or medical office management preferred
Experience
- Minimum 2 years of experience in healthcare setting, preferably in clinical operations, pharmacy
support, or medication management
- Experience with specialty pharmacy coordination preferred
- Experience with electronic medical records (EMR) systems required
- Experience with patient assistance programs and manufacturer copay programs preferred
- Experience with controlled substance handling and documentation preferred Knowledge, Skills, and Abilities
- Knowledge of medication handling, storage requirements, and basic controlled substance regulations
- Understanding of LPN scope of practice limitations regarding controlled substances
- Familiarity with REMS programs (Sublocade, Brixadi) preferred; training provided
- Familiarity with Ohio TDDD requirements preferred; training provided
- Strong organizational skills with attention to detail and accuracy
- Excellent verbal and written communication skills
- Proficiency with Microsoft Office Suite, particularly Excel for database management is a must
- Ability to work independently and manage multiple priorities
- Strong customer service orientation and ability to communicate effectively with diverse patient populations
- Understanding of medical terminology
- Ability to maintain confidentiality and comply with HIPAA regulations
- Ability to recognize and appropriately escalate compliance concerns
PHYSICAL REQUIREMENTS
- Ability to sit for extended periods while performing computer-based tasks
- Ability to stand, walk, and move throughout the clinic as needed
- Ability to lift and carry up to 25 pounds (medication shipments)
- Manual dexterity for computer use and handling medications
- Visual acuity to read medication labels, computer screens, and documentation
COMPLIANCE REQUIREMENTS
- Complete Ohio TDDD compliance training within 30 days of hire
- Complete REMS program training (Sublocade, Brixadi) within 30 days of hire
- Complete annual compliance training as required
- Maintain active LPN licensure in all required states
- Report any licensure changes, restrictions, or disciplinary actions immediately
- Adhere to all COWC policies regarding controlled substance handling
