TMS Clinic Coordinator

TMS Clinic Coordinator

NeuroStim TMS is seeking a highly organized, compassionate, and proactive TMS Clinic Coordinator to support the daily operations of our St. Paul, MN clinic. As a key leader in your clinic, this role combines patient coordination, clinic operations, and hands-on support in a collaborative outpatient mental health setting.

You'll play an essential role in creating a smooth, welcoming experience for patients on their care journey while helping our clinical team deliver exceptional care. Ideal candidates are organized, dependable, service-oriented, and comfortable balancing administrative responsibilities with patient interaction in a fast-paced healthcare environment. If you bring a positive, team-first attitude and enjoy making a meaningful impact on patients and teammates alike, we'd love to meet you.

TMS Coordinator Responsibilities

Clinic Operations & Performance Management (40-50%)

• Own daily clinic operations, patient flow, and schedule optimization to support clinic growth and performance goals.
• Track and report weekly operational metrics consultation completion, treatment conversion, patient progression, and schedule utilization.
• Identify and escalate operational barriers: scheduling gaps, workflow inefficiencies, staffing concerns, overtime, and coverage needs.
• Ensure chart completion, data accuracy, and timely documentation uploads.
• Monitor clinic budget utilization and manage weekly declined payment reports, including patient follow-up and resolution.
• Maintain clinic organization, operational readiness, and timely completion of administrative workflows.

Patient Progression & Experience (25-35%)

• Serve as primary operational point of contact for patients across the treatment lifecycle, coordinating with Admissions and Insurance on onboarding, authorization, and treatment initiation.
• Manage medical records requests (clearance, medication history, outside provider/facility records) in compliance with HIPAA and organization policies.
• Own patient follow-up and re-engagement to drive retention and continuity of care, including scheduling consultations, treatment starts, and follow-up visits.
• Support patient satisfaction initiatives (Google reviews, exit surveys, experience tracking) and address/escalate patient concerns professionally.

Team Leadership & Staff Oversight (10-15%)

• Provide day-to-day leadership and operational oversight of clinic staff to drive workflow efficiency, accountability, and patient experience.
• Own staff attendance, punctuality, schedule adherence, and overtime management.
• Coach and address routine performance/professionalism issues at the clinic level; escalate recurring or pattern concerns to Area Managers per policy.
• Promote a culture of accountability, teamwork, and operational excellence.

Provider, Team & Financial Coordination (15-20%)

• Maintain ongoing provider communication on patient progress via email, weekly check-ins, and monthly team meetings; identify opportunities to improve documentation and provider communication to support timely TMS authorization approvals.
• Collaborate cross-functionally with Admissions, Insurance, Technicians, and Leadership to support clinic efficiency and continuity of care.
• Collect patient payments, manage recurring payments in Transaction Express, and support balance tracking and collections.
• Conduct routine chart audits and quality checks for documentation compliance and accuracy; maintain clinic inventory and coordinate supply ordering.
• Ensure compliance with HIPAA and applicable federal/state regulations.

Limited Clinical Support & Insurance Authorization (Up to 10%)

• Provide limited, appropriately trained support to clinical staff and technician coverage as needed for operational continuity; direct patient care is secondary to operational/administrative duties.
• Maintain working knowledge of insurance guidelines and authorization timelines; track patients through the process and communicate delays or next steps.
• Coordinate peer-to-peer reviews for insurance denials and schedule patients once approvals are received.

Other duties as assigned.

Compensation & Benefits (Full-Time Employees are eligible for):

• Competitive Hourly Rate: $25-27/hr
• 401(k) retirement plan with employer match up to 4%
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents*
• HSA (with employer contribution) and FSA options to help manage healthcare and dependent care expenses*
• Employer-paid life insurance and AD&D coverage*
• Employee Assistance Program (EAP) with confidential mental health and life support resources*
• Generous paid time off and additional paid holidays* *Indicates benefits available only to full-time W-2 Employee

Requirements

TMS Coordinator Qualifications

• Bachelor's degree; psychology or a related field strongly preferred. (Relevant experience may be substituted in place of educational requirements)
• Minimum of 2 years of experience in a leadership, supervisory, or team lead role.
• Prior experience in a healthcare, behavioral health, or medical office setting is highly valued.
• Excellent communication and organizational skills.
• Ability to stay calm and focused in a dynamic, patient-facing environment.
• Tech-savvy and confident using electronic health systems and payment platforms.
• A commitment to delivering compassionate, high-quality care.

If you're ready to join a team where your work makes a real difference and where your growth is encouraged we'd love to meet you.