Full Time TMS (Transcranial Magnetic Stimulation)/Spravato Scheduler

Mindful Behavioral Healthcare•Kissimmee, FL

15h•Onsite

About The Position

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.

Requirements

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.
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.
Bilingual- English and Spanish speaking is a must!
This role is Monday through Friday, the hours vary between 8 a.m. to 5 p.m., 9 a.m to 6 p.m., 9:30 a.m to 6:30 p.m. and 10 a.m to 7 p.m EST.
Though rare, candidates must be available to work beyond the established schedule (extended hours) when required by the business.
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. This 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).

Nice To Haves

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.

Responsibilities

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 (main line, receptionist, scheduling coordinator) 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.
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.
Obtain benefits investigations and verify patient financial responsibility.
Work with the Billing Department to ensure insurance benefits and clearances are confirmed prior to treatment.
Submit and verify pre-authorization requests to ensure treatments occur within authorized time frames.
Request authorization extensions when needed and track upcoming expirations.
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.
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.