Front Desk Administrative - Transcranial Magnetic Stimulation

K&I HEALTHCARE SERVICES LLC; Landover (MD); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k) with 3% matching

Job summary

K&I HEALTHCARE SERVICES LLC is seeking a reliable Front Desk Administrative Staff Member for our outpatient mental health clinic in Maryland. The role supports daily operations, greets patients, schedules appointments for therapy, psychiatry, and TMS services, and ensures HIPAA compliance at the front desk.

The ideal candidate has experience with TMS machines, strong customer service, and proficiency with EHR and scheduling systems. This is a full-time, on-site position with benefits.

Qualifications

• High school diploma or equivalent is required.
• Prior experience with TMS machines and TMS treatment workflows is required.
• Experience in healthcare, mental health, or medical office settings is preferred.
• Strong interpersonal and customer service skills are essential.
• 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.

Responsibilities

• Greet patients warmly and professionally upon arrival.
• Manage patient check-in and check-out processes.
• Answer incoming calls, route messages, and respond to inquiries.
• Schedule, confirm, and manage appointments for therapy, psychiatry, and TMS services.
• Maintain accurate patient records in the EHR system.
• Collect copays, verify insurance information, and assist with basic billing questions.
• Ensure front desk remains organized, professional, and HIPAA-compliant.
• Coordinate communication between providers, staff, and patients.
• Operate and assist with TMS machine setup and treatment sessions as directed.

Skills

Customer service

Communication

Multitasking

HIPAA compliance

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.