Front Desk Administrative Staff OMHC (TMS Experience Required)

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)