Front Desk Receptionist

Job Description

Job Description

Ready to be the first connection in a mental health practice shaping the future of care?

At  TMS of Miami , we combine innovative, AI-enhanced technology with compassionate, human-centered mental healthcare. Our practice is committed to delivering a welcoming, personalized, and results-driven experience for every patient.

We are seeking a professional, compassionate, and highly organized  Front Desk Coordinator to serve as the first point of contact for our patients. The ideal candidate is dependable, detail-oriented, comfortable working in a fast-paced medical environment, and genuinely passionate about helping others.

How You’ll Spend Your Day:

• Welcome patients with warmth, empathy, and professionalism, helping create a calm and supportive environment from the moment they arrive.
• Check patients in and out, review registration forms and identification, collect required documentation, and accurately process patient payments.
• Answer, screen, and document incoming calls while communicating patient questions, concerns, and requests to the appropriate clinical team member.
• Work closely with the psychiatrist to maintain accurate patient records and document medication refill requests, clinical messages, and other relevant information in the Electronic Health Record (EHR).
• Coordinate appointment scheduling, confirmations, cancellations, and rescheduling while following up with patients who miss appointments to support continuity of care.
• Assist with prescription prior authorizations by communicating with pharmacies, insurance companies, patients, and the clinical team.
• Maintain accurate, organized, and confidential patient information in compliance with HIPAA regulations and office policies.
• Promote a respectful and patient-centered experience while maintaining an efficient, professional, and well-organized front office.
• Assist with routine administrative responsibilities, including scanning, faxing, copying, filing, and preparing documents.
• Support daily office operations and collaborate with a small, close-knit team to ensure patients receive timely and attentive service.
• Receive  on-the-job training in Transcranial Magnetic Stimulation (TMS) and Spravato® (esketamine) treatment protocols , gaining valuable exposure to innovative treatment options in modern psychiatry.

Qualifications:

• High school diploma or equivalent (GED) required.
• Basic Life Support (BLS) certification for Healthcare Providers required or willingness to obtain certification after hire.
• Experience with Electronic Medical Records (EMR/EHR) and medical scheduling software preferred.
• Previous experience in behavioral health, psychiatry, a medical office, or a private practice setting is highly valued.
• Excellent verbal and written communication skills.
• Compassionate, respectful, and patient-focused approach.
• Strong organizational skills with careful attention to detail and accuracy.
• Ability to prioritize responsibilities, multitask, and work independently in a busy office environment.
• Professional judgment and discretion when handling sensitive and confidential information.
• Dependable, punctual, adaptable, and comfortable working within a small, collaborative team.
• Willingness to learn and participate in training related to TMS and Spravato treatments.

The Ideal Candidate:

You understand that every patient interaction matters. You remain calm under pressure, communicate with kindness, protect patient confidentiality, and take pride in keeping the office organized and running smoothly. You are eager to learn, comfortable with technology, and excited to contribute to a practice advancing the future of mental healthcare.

Join TMS of Miami and become part of a team dedicated to innovation, compassion, and meaningful patient outcomes.