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)