Job Description

About Us

At Neuro Wellness Spa ( we are committed to providing cutting-edge mental health care through a patient-centered approach. Since 2009, our dedicated, knowledgeable, and compassionate team has worked to ensure patients receive the highest quality and most comprehensive mental healthcare possible. As a leading provider of TMS, psychopharmacology, and psychotherapy, we are continuing to expand our services and clinical footprint across California.

Summary of Position 

TMS Technicians are responsible for overseeing and coordinating TMS (Transcranial Magnetic Stimulation) services to ensure efficient patient care and clinic operations. This role involves managing patient schedules, operating TMS devices, monitoring patient outcomes, training new TMS technicians, maintaining equipment, ensuring patient comfort and excellent experience, and ensuring compliance with clinic policies and procedures. TMS Technicians must work closely with Medical Directors and Clinic Managers, maintain accurate patient records and demonstrate strong leadership, organizational skills, and a commitment to providing exceptional patient care. 

Essential Responsibilities  

Patient Interaction:  

• Welcome patients warmly, ensuring a positive experience. 

• Monitor the TMS tech RingCentral, schedule and reschedule TMS appointments as needed. 

• Provide compassionate patient care, fostering trust and rapport. 

• Administer TMS treatments per physician protocols, ensuring patient comfort and treatment accuracy. 

• Counsel patients on the completion of psychiatric rating scales. 

• Communicate with a team of certified TMS psychiatrists overseeing patient treatment. 

Administrative Duties:  

• Maintain patient records in DrChrono, including scheduling appointments, writing notes, and tracking insurance authorizations. 

• Create, update and maintain patient records in OutcomesAI, including rating scales, medications and other details. 

• Update Heart & Soul and other administrative documents as assigned. 

• Ensure TMS patients are aware of and have agreed to total cost of treatment. 

• Ensure ROIs are signed with outside providers and therapist/psychiatrist/primary care provider updates and provided via phone, fax or email at all intervals 

• Ensure completion of ‘End of TMS Checklist' and follow up with items as needed, including requesting additional TMS sessions 

• Request patient reviews, surveys and testimonials, when appropriate 

• Conduct patient recalls and check-ins post TMS discharge at regular intervals 

• Complete insurance authorization forms and monitor authorizations. 

• Assist the Medical Director with consults and calibrations; initiate MD notes as needed. 

• Load updated documents into OneDrive and remove outdated forms as needed. 

• Maintain chart covers, consents, consult sheets, scripts, and other documents with necessary updates. 

Equipment Maintenance:  

• Ensure TMS machines are maintained, including yearly checks, coolant management, and weekly filter cleaning. 

• Assist with emergency equipment maintenance, ensuring AED compliance, emergency kit readiness, and O2 tank functionality. 

• Assist with staff training on safety protocols and ensure emergency signage and maps are posted correctly. 

Office and Inventory Management:  

• Monitor office supplies, restocking items such as tea, cups, utensils, and clinical supplies. 

• Maintain a clean and organized work area and lobby. 

• Communicate supply needs with Clinic Manager. 

• Number or renumber appointments when cancellations occur and inform billing of any fees. 

Compliance and Confidentiality:  

• Adhere to HIPAA guidelines, ensuring the confidentiality of all patient records and information. 

• Follow clinic policies and procedures related to patient care and documentation. 

• Assist with monitoring site and staff for compliance with company procedures and policies. 

Other Duties as Assigned:  

• Participate in ideas and content generation for media features including social media.

• Assist with training new TMS technicians and other site staff as appropriate.

• Perform various back-office duties in a fast-paced, customer-oriented clinical environment. 

• Maintain clinic patient flow, balancing registration requirements, appointment times, and other activities.

Education & Experience  

• Minimum 18 years old. 

• High School Diploma / GED required. 

• Experience working with patients with anxiety and depression, preferred. 

• 1-3 years of experience in customer service or clinical care, preferred. 

• Associate degree in healthcare or related field, preferred. 

Required Skills/Abilities:  

• Excellent written and verbal communication skills. 

• Ability to multi-task with high degree of attention to detail and bring tasks to completion. 

• Ability to deliver superior customer service to all potential patients. Strong customer service skills and exceptional phone presence are a must. 

• Proficiency in the use of office and medical equipment. 

• Ability to multi-task, prioritize, and execute tasks in a fast-paced environment. 

• Experience with Apple iOS systems and medical EHR software such as DrChrono. 

• Strong organizational and project management skills. 

• Proficient with Microsoft Word and Excel, strong computer and data entry skills required. 

Benefits:

• Medical, dental, and vision insurance
• Life and disability coverage
• 401k and 401k matching
• Paid sick, time off, and holidays
• Employee Assistance Program
• Professional development opportunities
• Other company - sponsored wellness or support programs

Pay: $25.00 - $29.00 per hour

Schedule: Must be available for coverage between our Pasadena, Brea, Encino, and West Lake Village offices between the hours of 7am-7pm. Must be able to cover our opening shift(7am-330pm) and our closing shift(1030am-7pm) as needed.

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