Front Desk Administrative - Transcranial Magnetic Stimulation

K&I Healthcare Services, LLC; Hyattsville (MD); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k) with match

Job summary

K&I Healthcare Services, LLC is seeking a reliable Front Desk Administrative Staff Member to support daily operations at our outpatient mental health clinic. The role emphasizes welcoming patients, coordinating front office tasks, and supporting TMS workflows with clinical staff.

Ideal candidates have experience with TMS machines, strong customer service, and the ability to maintain organized patient records while ensuring HIPAA compliance in a fast-paced environment.

Qualifications

• High school diploma or equivalent is required.
• Experience with TMS machines and TMS workflows is required.
• Healthcare/mental health or medical office setting experience preferred.
• Strong interpersonal and customer service skills are essential.
• Professional demeanor with sensitivity to mental health populations.
• Excellent organizational and multitasking abilities are required.
• Basic computer skills, scheduling systems, and EHR platforms are needed.
• Understanding of HIPAA and patient confidentiality standards.

Responsibilities

• Greet patients warmly and handle check-in/out processes.
• Answer calls, route messages, and manage inquiries.
• Schedule, confirm, and manage appointments for therapy, psychiatry, and TMS.
• Maintain patient records in the EHR system and verify insurance details.
• Collect copays and assist with basic billing questions.
• Ensure HIPAA-compliant front desk area and smooth communications.

Skills

TMS experience

Interpersonal skills

Organizational skills

HIPAA compliance

Customer service

Computer/EHR proficiency

High school diploma

Professional demeanor

Education

High school diploma or equivalent

Tools

EHR systems

Scheduling software

Job description

Benefits

• Dental insurance
• Health insurance
• Vision insurance

We are seeking a reliable, professional, and compassionate Front Desk Administrative Staff Member to support daily operations at our outpatient mental health clinic. This role is critical in creating a welcoming environment for patients while ensuring efficient front-office operations. The ideal candidate will have prior experience working with a TMS (Transcranial Magnetic Stimulation) machine and supporting TMS treatment workflows.

Key Responsibilities

Front Desk & Administrative Duties

• Greet patients warmly and professionally upon arrival
• Manage patient check-in and check-out processes
• Answer incoming phone calls, route messages, and respond to inquiries appropriately
• Schedule, confirm, and manage appointments for therapy, psychiatry, and TMS services
• Maintain accurate patient records in the electronic health record (EHR) system
• Collect copays, verify insurance information, and assist with basic billing-related questions
• Ensure front desk area remains organized, professional, and HIPAA-compliant
• Coordinate communication between providers, clinical staff, and patients

TMS-Specific Responsibilities

• Operate and assist with TMS machine setup and treatment sessions, as directed by clinical staff
• Prepare patients for TMS sessions and provide procedural explanations within scope
• Ensure proper documentation of TMS sessions and treatment schedules
• Monitor equipment readiness and report any issues or maintenance needs
• Adhere to all clinic protocols, safety procedures, and manufacturer guidelines related to TMS

Required Qualifications

• High school diploma or equivalent (required)
• Prior experience with TMS machines and TMS treatment workflows (required)
• Experience in a healthcare, mental health, or medical office setting
• Strong interpersonal and customer service skills
• Professional demeanor with sensitivity to mental health populations
• Excellent organizational and multitasking abilities
• Basic proficiency with computers, scheduling systems, and EHR platforms
• Understanding of HIPAA and patient confidentiality standards

Preferred Qualifications

• Previous experience in outpatient mental health or psychiatric settings
• Familiarity with insurance verification and medical billing processes
• Certification or formal training related to TMS operations
• Bilingual abilities (a plus)

Work Environment

• Fast-paced outpatient mental health clinic
• Regular interaction with patients experiencing mental health challenges
• Collaborative team-oriented environment

Physical Requirements

• Ability to sit, stand, and move throughout the clinic during an 8–9 hour workday
• Ability to operate office equipment and TMS-related equipment with training

Compensation: $15 - $20 / hourly

Benefits

• Health insurance (medical, dental, vision) with CareFirst BlueCross BlueShield.
• Paid time off.
• 401(k) with 3% matching after one year of employment.