Clinical Assistant Outpatient Behavioral Health - Middleton

Clinical Assistant

Relief Mental Health was founded in February of 2020. Within these 6 years, we have expanded to 12 new offices across Illinois, Wisconsin, New Jersey, and now Colorado! We aim to create a new standard for mental health care, offering a continuum of innovative therapeutic interventions and responding to evolving patient needs.

Position Summary

The Clinical Assistant provides both clinical and administrative support to ensure efficient clinic operations and high-quality patient care. This role assists providers with patient care tasks, administers and monitors Transcranial Magnetic Stimulation (TMS) treatments, supports Spravato treatment services, and helps maintain accurate patient records and operational workflows. The position requires strong interpersonal skills, attention to detail, and the ability to maintain professionalism and empathy while working in a fast-paced behavioral health environment.

Key Responsibilities

Patient Experience & Front Desk Support

• Deliver a high level of professionalism, empathy, and compassionate support to patients, families, and colleagues
• Greet and assist patients and visitors upon arrival to the clinic
• Serve as a point of contact for patients by responding to phone calls, voicemails, emails, and in-person inquiries
• Review patient paperwork for completion and accuracy and assist patients with required forms when needed.
• Field patient questions and direct concerns to the appropriate provider or staff member
• Schedule patient appointments and coordinate follow-up care
• Maintain cleanliness and organization of the office, treatment areas, and equipment
• Prepare and maintain examination and treatment rooms for patient visits
• Assist with inventory management, including ordering and documenting medical and office supplies

Clinical Support

• Collaborate with providers, clinic leadership, and administrative staff to support patient care and clinic operations
• Obtain and document patient medical histories, vital signs, and relevant clinical information while maintaining strict confidentiality
• Assist providers with patient care tasks including, but not limited to: collecting vital signs, performing point-of-care testing (urine drug screens and pregnancy tests), and administering and scoring patient assessments
• Administering behavioral health assessments, such as C-SSRS, PHQ9, etc.), as indicated, and documenting findings for provider review and clinical interpretation
• Support the administration and monitoring of Spravato (esketamine)
• Ensure treatment rooms are properly prepared and stocked for patient visits

• Accurately set up, administer, and monitor Transcranial Magnetic Stimulation (TMS) treatments according to provider protocols
• Monitor patients during treatment sessions and report any concerns or adverse effects to the provider
• Document treatment protocols, session notes, and patient responses in the Electronic Health Record (EHR)
• Serve as a liaison between the TMS Manager, TMS provider, patients, and clinic leadership to ensure coordination of care
• Follow all TMS and Spravato protocols and procedures to ensure consistency, safety, and treatment effectiveness across clinics

Administrative Support

• Enter and maintain patient demographics, treatment protocols, clinical documentation, and appointment information in the Electronic Health Record (EHR)
• Ensures all required Spravato documentation is accurately collected, completed, and maintained in compliance with REMS requirements and clinic protocols, including consent forms and other necessary patient paperwork
• Assist with billing-related tasks including patient payments, insurance verification, and medication prior authorizations when needed
• Maintain accurate and organized patient medical records
• Assist providers with pharmacy communications related to prescription questions or issues
• Perform general administrative tasks such as faxing, scanning, uploading, and shredding documentation
• Follow all company policies, clinical protocols, and operational procedures to ensure consistent care and efficient clinic operations
• Maintain compliance with all healthcare regulations, including HIPAA and patient confidentiality standards
• Assist with additional tasks or projects as delegated by the TMS Manager, Clinic Manager, Provider, or Regional Director of Operations
• Ensure accurate documentation and adherence to treatment and operational guidelines

Required Skills

• Ability to maintain flexibility for all work shifts. The (3) primary clinic shifts include close variations of the following: Morning: 7:30am-3:30pm, Midday: 10:00am-6:00pm, and Afternoon: 2:30pm-8:00pm. Final schedules are strictly based on patient scheduling needs
• Proficiency with Google Workspace (Docs, Sheets, Drive, etc.)
• Strong interpersonal, organizational, and customer service skills
• Excellent written and verbal communication skills
• Strong attention to detail and problem-solving abilities
• Knowledge of healthcare regulations and confidentiality protocols, including HIPAA
• Ability to maintain professionalism and confidentiality in all interactions
• Ability to work independently and collaboratively in a fast-paced healthcare environment

Qualifications

• High School Diploma or equivalent required
• Bachelor's Degree, or equivalent work experience required
• Previous healthcare experience required (behavioral health experience strongly preferred)
• Ability to learn and maintain Electronic Health Record (EHR) systems
• Valid CPR/AED certification or ability to obtain during the training period
• Ability to obtain TMS administration certification through the BrainsWay TMS system within one month of employment (training provided)

Physical Demands

• Ability to lift, push, and pull up to 20 pounds when assisting patients or moving equipment
• Ability to sit or stand for extended periods during work shifts
• Ability to move throughout the clinic environment as needed