We are seeking a reliable, professional, and compassionate Front Desk Administrative Staff Member to support daily operations at our outpatient mental health clinic. This role is critical in creating a welcoming environment for patients while ensuring efficient front-office operations. The ideal candidate will have prior experience working with a TMS (Transcranial Magnetic Stimulation) machine and supporting TMS treatment workflows.
Key Responsibilities
Front Desk & Administrative Duties
- Greet patients warmly and professionally upon arrival
- Manage patient check-in and check-out processes
- Answer incoming phone calls, route messages, and respond to inquiries appropriately
- Schedule, confirm, and manage appointments for therapy, psychiatry, and TMS services
- Maintain accurate patient records in the electronic health record (EHR) system
- Collect copays, verify insurance information, and assist with basic billing-related questions
- Ensure front desk area remains organized, professional, and HIPAA-compliant
- Coordinate communication between providers, clinical staff, and patients
TMS-Specific Responsibilities
- Operate and assist with TMS machine setup and treatment sessions, as directed by clinical staff
- Prepare patients for TMS sessions and provide procedural explanations within scope
- Ensure proper documentation of TMS sessions and treatment schedules
- Monitor equipment readiness and report any issues or maintenance needs
- Adhere to all clinic protocols, safety procedures, and manufacturer guidelines related to TMS
Required Qualifications
- High school diploma or equivalent (required)
- Prior experience with TMS machines and TMS treatment workflows (required)
- Experience in a healthcare, mental health, or medical office setting
- Strong interpersonal and customer service skills
- Professional demeanor with sensitivity to mental health populations
- Excellent organizational and multitasking abilities
- Basic proficiency with computers, scheduling systems, and EHR platforms
- Understanding of HIPAA and patient confidentiality standards
Preferred Qualifications
- Previous experience in outpatient mental health or psychiatric settings
- Familiarity with insurance verification and medical billing processes
- Certification or formal training related to TMS operations
- Bilingual abilities (a plus)
Work Environment
- Fast-paced outpatient mental health clinic
- Regular interaction with patients experiencing mental health challenges
- Collaborative team-oriented environment
Physical Requirements
- Ability to sit, stand, and move throughout the clinic during an 8–9 hour workday
- Ability to operate office equipment and TMS-related equipment with training
Why Join Our Team?
- Support meaningful patient care in mental health treatment
- Stable, consistent weekday schedule
- Opportunity to work closely with clinical professionals in an evolving treatment area (TMS)