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TMS Clinic Coordinator

Location: Onsite - Vancouver, WA Clinic

Employment Type: Full-Time, W-2 Employee, Non-Exempt

Hourly Rate: $24-26/hr

Schedule/Hours: Monday-Friday 8:30 AM-5:00 PM

Join a leading mental health specialty clinic helping patients access life-changing treatment, TMS Therapy.

NeuroStim TMS is seeking a highly organized, compassionate, and proactive TMS Clinic Coordinator to support the daily operations of our Vancouver 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 like, we'd love to meet you.

TMS Clinic 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: $24-26/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

TMS Clinic Coordinator Qualifications

• Bachelor’s degree required; 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.

Apply today and learn more about us at neurostimtms.com

About NeuroStim TMS Centers:

NeuroStim TMS Centers is a growing network of outpatient mental health clinics specializing in evidence-based, noninvasive treatments for depression and other mood disorders. We focus on delivering high-quality Transcranial Magnetic Stimulation (TMS) and interventional psychiatric services to patients who have not found relief through traditional treatment approaches. Our team is made up of dedicated clinicians and professionals who value clinical excellence, collaboration, and patient-centered care.

We foster a professional, ethical, and inclusive work environment that encourages growth, learning, and innovation. As we continue to expand access to advanced mental health treatments, we are seeking mission-driven clinicians who are passionate about evidence-based care and want to be part of a collaborative, forward-thinking organization.

NeuroStim TMS Centers is committed to fostering a diverse, equitable, and inclusive workplace where all individuals feel valued, respected, and supported. We believe diversity of backgrounds, experiences, and perspectives strengthens our teams and enhances the care we provide to the communities we serve.

NeuroStim TMS Centers is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

NeuroStim TMS Centers is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the recruitment process. Accommodation requests may be submitted to careers@archealthpartners.com.