Front Desk Administrative Staff OMHC (TMS Experience Required)

Front Desk Administrative Staff – Outpatient Mental Health Clinic (TMS Experience Required) 

Location 

Single Site: On-site 

Schedule: Monday–Friday, 9:00 AM – 6:00 PM 

Position Summary 

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)