TMS Technician

Neuro Wellness Spa•Long Beach, CA

1d•Onsite

About The Position

Neuro Wellness Spa is a provider of TMS, psychopharmacology, and psychotherapy services, offering patient-centered mental health care in California. TMS Technicians coordinate TMS services to support patient care and clinic operations. They schedule and administer treatments under physician protocols, support patient comfort and follow-up, maintain clinical records and insurance authorizations, help ensure equipment and emergency readiness, and follow clinic policies and confidentiality requirements. The role works closely with Medical Directors and Clinic Managers and may help train new technicians and other site staff.

Requirements

Must be at least 18 years old.
High school diploma or GED required.
Excellent written and verbal communication skills.
Ability to multitask with strong attention to detail and follow tasks through to completion.
Ability to provide superior customer service to prospective patients; strong customer-service skills and exceptional phone presence are required.
Proficiency using office and medical equipment.
Ability to prioritize and execute tasks in a fast-paced environment.
Experience with Apple iOS systems and medical EHR software such as DrChrono.
Strong organizational and project-management skills.
Proficiency with Microsoft Word and Excel, along with strong computer and data-entry skills.
Ability to comply with HIPAA guidelines and clinic policies and procedures.

Nice To Haves

Experience working with patients with anxiety and depression.
One to three years of customer-service or clinical-care experience.
Associate degree in healthcare or a related field.

Responsibilities

Welcome patients and provide compassionate, patient-centered care, fostering trust and rapport.
Monitor the TMS technician RingCentral account and schedule or reschedule TMS appointments.
Administer TMS treatments according to physician protocols, ensuring patient comfort and treatment accuracy.
Counsel patients on completing psychiatric rating scales and communicate with certified TMS psychiatrists overseeing treatment.
Maintain patient records in DrChrono, including appointments, notes, and insurance authorization tracking.
Create and maintain patient records in OutcomesAI, including rating scales, medications, and other details.
Update Heart & Soul and other administrative documents as assigned.
Ensure patients understand and agree to the total cost of treatment.
Ensure releases of information are signed and provide updates to outside providers, therapists, psychiatrists, or primary care providers by phone, fax, or email as needed.
Complete the End of TMS Checklist and follow up on outstanding items, including requesting additional TMS sessions.
Request patient reviews, surveys, and testimonials when appropriate, and conduct scheduled post-discharge recalls and check-ins.
Complete insurance authorization forms and monitor authorizations; submit complete and timely authorizations and supporting clinical documentation in accordance with payer and utilization-review requirements.
Assist the Medical Director with consultations and calibrations and initiate physician notes as needed.
Upload updated documents to OneDrive and remove outdated forms; maintain and update chart covers, consents, consult sheets, scripts, and other documents.
Maintain TMS machines, including yearly checks, coolant management, and weekly filter cleaning.
Assist with emergency equipment maintenance, AED compliance, emergency-kit readiness, oxygen-tank functionality, staff safety training, and posting emergency signage and maps.
Monitor and restock office and clinical supplies, maintain a clean and organized work area and lobby, and communicate supply needs to the Clinic Manager.
Number or renumber appointments when cancellations occur and inform billing of applicable fees.
Follow HIPAA requirements and clinic policies for patient care and documentation, and assist with monitoring site and staff compliance with company procedures and policies.
Assist with training new TMS technicians and other site staff as appropriate.
Participate in generating ideas and content for media features, including social media.
Perform back-office duties in a fast-paced, customer-oriented clinical environment and maintain patient flow while balancing registration, appointment times, and other activities.