TMS; Transcranial Magnetic Stimulation​/Spravato scheduler

Full Time TMS (Transcranial Magnetic Stimulation) /Spravato Scheduler

Job Purpose
:
The TMS/Spravato Scheduler & Treatment Coordinator plays a key role in supporting both patient access and high-quality clinical care. This position is responsible for coordinating all scheduling, intake, insurance verification, and administrative steps for TMS and Spravato services, while also supporting the clinical team in delivering an organized, compassionate, patient-centered treatment experience. The ideal candidate is professional, organized, detail-oriented, and comfortable interacting with patients who are experiencing depression, anxiety, and other mental‑health conditions.

• Scheduling & Call Management
  :
  Answer incoming calls in a professional and compassionate manner; provide general information regarding TMS, Spravato, and other practice services; schedule, reschedule, and cancel patient appointments for TMS, Spravato, and related consultations; monitor voicemail boxes and respond or redirect promptly; redirect callers to appropriate departments or personnel as needed; document all call information according to practice policies and standard operating procedures.
• Consultation & Intake Coordination
  :
  Conduct and document TMS/Spravato orientations or consultations in the EHR; record patient history, including diagnosis, treatment trials, contraindications, psychotherapy history, and psychiatric rating scales; identify whether patients meet criteria for TMS/Spravato based on individual medical insurance requirements; assist clinical staff in ensuring all medical and insurance requirements are met before treatment initiation; create a supportive environment for new and established patients, demonstrating empathy and professionalism.
• Insurance & Authorization Support
  :
  Obtain benefits investigations and verify patient financial responsibility; work with the Billing Department to ensure insurance benefits and clearances are confirmed prior to; submit and verify pre‑authorization requests to ensure treatments occur within authorized time frames; request authorization extensions when needed and track upcoming expirations.
• TMS & Spravato Treatment Support (As Assigned):
  Assist in administering TMS sessions according to established clinical protocols (following training and certification); position equipment safely and accurately, ensuring patient comfort and stability; explain treatment procedures and address patient questions; support Spravato session workflows (room preparation, scheduling, monitoring support roles as applicable); assist patients in completing psychiatric rating scales after sessions; document treatment notes accurately and collaborate with supervising clinicians and psychiatrists.
• Administrative Duties
  :
  Scan referrals into the EHR and ensure all follow-up actions are completed; maintain accurate, timely documentation for all patient interactions; perform other duties as assigned by the Clinical Operations Manager.

• Be bilingual in English and Spanish.

• High School diploma or equivalent.
• Minimum 4 years of clerical/administrative experience in a medical setting.
• Strong phone communication and customer-service skills.
• Excellent multitasking, time management, and organizational abilities.
• Proficiency with electronic health records and basic word-processing software.
• Professionalism, attention to detail, and ability to follow workflows consistently.

• Prior experience working with patients experiencing depression or anxiety.
• TMS certification or willingness to complete training.
• Experience supporting TMS, Spravato, or other behavioral-health treatments.

Other skills:
Multi-tasking, Flexibility, Telephone Skills, Customer Service, Time Management, Organization, Attention to Detail, Scheduling, Word Processing, Professionalism, Quality Focus. Must have a High School diploma and at least 4 years of experience in clerical/administrative duties in a medical office setting. Experience addressing a patient's medical conditions or symptoms.

Language requirement:
Bilingual - English and Spanish speaking is a must!

Work schedule:

Monday through Friday, hours vary between 8 a.m.–5 p.m., 9 a.m.–6 p.m., 9:30 a.m.–6:30 p.m., and 10 a.m.–7 p.m. EST. Extended hours may be required.

• 401(k) and matching
• Dental Insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

In‑person.

This position requires the individual to undergo and pass an L2 Background check through AHCA (Florida Agency for Healthcare Administration) before their first day of employment. The process includes fingerprinting. If you do not possess an active/eligible L2 background check, we are unable to offer the job. Please note that the individual may be charged $89.15 to complete the fingerprinting process through DTIS (Digital Trusted Identity Services).