TMS Treater (Part Time)

OakLeaf Clinics; Eau Claire (WI); On-site; USD 20,000 - 29,000; Part time

Job summary

OakLeaf Clinics – The Counseling Room in Eau Claire, WI, seeks a part-time Medical Office Assistant to greet patients, manage check-ins, and support TMS treatment processes. You will handle calls, collect demographics, verify insurance, and coordinate appointments while contributing to a compassionate patient experience.

The role emphasizes EMR data entry, HIPAA compliance, and collaboration with clinicians to ensure smooth clinic operations.

Qualifications

• Greet and assist patients with a friendly demeanor.
• 1
• Handle calls and patient check-in with accuracy.

Responsibilities

• Greet and direct patients and visitors within the practice.

Skills

Patient communication

Multitasking

Interpersonal skills

Customer service

Education

High School diploma

Healthcare administration degree preferred

Tools

EMR systems experience

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Medical Office Assistant (Part Time)

2 days ago Requisition ID: 1131

OakLeaf Clinics – The Counseling Room is looking for a part-time Medical Office Assistant! Join our team in a unique opportunity that combines the essential responsibilities of a Medical Office Assistant with the rewarding work of providing Transcranial Magnetic Stimulation (TMS) treatment support. In this position, you will serve as the first point of contact for patients while also playing an important role in delivering a positive, supportive TMS treatment experience.

OakLeaf Clinics is dedicated to providing patients with compassion, trust, and a lifetime of individualized care. Our healthcare network consists of physicians, nurse practitioners, physician assistants, dietitians, nurses, respiratory therapists, medical assistants, and support staff working together with laboratory and imaging services to care for communities throughout the Chippewa Valley and surrounding areas.

The Medical Office Assistant is responsible for answering incoming calls, directing calls to appropriate staff, greeting, and checking in all patients for office appointments, including paperwork for patients to fill out, scanning insurance cards, entering all demographic information into the electronic health record, entering referrals for office visits into EMR, scanning for staff as needed, and working closely with physicians and staff.

Responsibilities

• Greet and direct all patients and visitors within the practice
• Obtain patient demographic and verify insurance information at each visit
• Obtain necessary patient information to meet current Federal guidelines and Meaningful Use guidelines for electronic medical records
• Scan pertinent patient information into EMR including patient authorizations, recent labs delivered by patient, etc.
• Obtain patient authorization for medical records release (HIPAA compliance)
• Schedule any necessary appointments after completion of patient visit
• Monitor and review patient schedules for next day office appointments
• Call patient for next day appointment reminders
• Identify and resolve minor patient billing complaints
• Assist in ordering, receiving, and stocking of office supplies
• Maintain cleanliness of waiting room
• Assist other Medical Receptionists and Medical Secretaries as needed
• Read and act on Clinic information and communication in a timely manner, i.e., email, newsletters, training materials, EHR updates, etc.
• Schedule TMS treatment appointments and help to verify medical insurance authorizations
• Administer TMS treatments according to protocols provided by mental healthcare professionals
• Enable effective treatment by accurately positioning the TMS equipment's electromagnetic coil
• Ensuring head and neck support in order for patients to remain completely still during sessions
• Explain TMS procedures and possible effects on patients, as well as answer questions
• Create a supportive treatment environment and demonstrate compassion
• Assist patients to complete psychiatric rating scales after sessions
• Record session notes and collaborating with certified TMS psychiatrists on patient care
• Other duties as assigned by clinic manager, supervisor or providers
• Work a flexible schedule within the clinic or department hours based on clinical demand or need

Qualifications

• Minimum of a High School diploma, required
• Bachelor’s or Associate’s degree in healthcare administration, or similar - Preferred
• Successful completion of TMS certification based on initial training provided
• Experience working with patients suffering from anxiety and depression - Preferred
• Willingness to learn how to administer TMS treatments and assume high-level responsibility
• Ability to work under supervision and collaborate with mental healthcare professionals
• Advanced ability to ensure patient safety and comfort, as well as answering questions
• Proficient in taking session notes and assisting patients to complete psychiatric rating scales
• At least one-year relevant experience and/or training
• Electronic Medical Records (EMR) experience preferred but not required
• Excellent interpersonal and customer service skills
• Ability to work independently on assigned tasks
• Comfortable working in a flexible team environment
• Ability to multi-task, handle a high volume of calls and prioritize daily tasks
• Strong organizational skills
• Excellent verbal and written communication skills
• Multi-task quickly effectively in a fast-paced environment

While performing the duties of this job, the employee regularly works in a clinic or office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Major activities of this job include frequent sitting for extended periods of time, some walking or standing, and light physical effort performed on a level surface. Some carrying, lifting, kneeling, bending, reaching, and squatting are involved in the medical office. Use a computer and telephone and employ writing and organizational skills. Manual dexterity, mobility and good vision that includes near acuity, depth perception and accommodation are physical requirements necessary for technical work.

Education: High School Diploma required, Associate/Bachelor's preferred Salary: Starting at $18.00/hour, commensurate with experience Job Type: Part Time Location: 130 S Barstow Street, Suite 1B Eau Claire, WI 54701

OakLeaf Clinics – The Counseling Room is looking for a part-time Medical Office Assistant! Join our team in a unique opportunity that combines the essential responsibilities of a Medical Office Assistant with the rewarding work of providing Transcranial Magnetic Stimulation (TMS) treatment support. In this position, you will serve as the first point of contact for patients while also playing an important role in delivering a positive, supportive TMS treatment experience.

OakLeaf Clinics is dedicated to providing patients with compassion, trust, and a lifetime of individualized care. Our healthcare network consists of physicians, nurse practitioners, physician assistants, dietitians, nurses, respiratory therapists, medical assistants, and support staff working together with laboratory and imaging services to care for communities throughout the Chippewa Valley and surrounding areas.

The Medical Office Assistant is responsible for answering incoming calls, directing calls to appropriate staff, greeting, and checking in all patients for office appointments, including paperwork for patients to fill out, scanning insurance cards, entering all demographic information into the electronic health record, entering referrals for office visits into EMR, scanning for staff as needed, and working closely with physicians and staff.

Responsibilities

• Greet and direct all patients and visitors within the practice
• Obtain patient demographic and verify insurance information at each visit
• Obtain necessary patient information to meet current Federal guidelines and Meaningful Use guidelines for electronic medical records
• Scan pertinent patient information into EMR including patient authorizations, recent labs delivered by patient, etc.
• Obtain patient authorization for medical records release (HIPAA compliance)
• Schedule any necessary appointments after completion of patient visit
• Monitor and review patient schedules for next day office appointments
• Call patient for next day appointment reminders
• Identify and resolve minor patient billing complaints
• Assist in ordering, receiving, and stocking of office supplies
• Maintain cleanliness of waiting room
• Assist other Medical Receptionists and Medical Secretaries as needed
• Read and act on Clinic information and communication in a timely manner, i.e., email, newsletters, training materials, EHR updates, etc.
• Schedule TMS treatment appointments and help to verify medical insurance authorizations
• Administer TMS treatments according to protocols provided by mental healthcare professionals
• Enable effective treatment by accurately positioning the TMS equipment's electromagnetic coil
• Ensuring head and neck support in order for patients to remain completely still during sessions
• Explain TMS procedures and possible effects on patients, as well as answer questions
• Create a supportive treatment environment and demonstrate compassion
• Assist patients to complete psychiatric rating scales after sessions
• Record session notes and collaborating with certified TMS psychiatrists on patient care
• Other duties as assigned by clinic manager, supervisor or providers
• Work a flexible schedule within the clinic or department hours based on clinical demand or need

Qualifications

• Minimum of a High School diploma, required
• Bachelor’s or Associate’s degree in healthcare administration, or similar - Preferred
• Successful completion of TMS certification based on initial training provided
• Experience working with patients suffering from anxiety and depression - Preferred
• Willingness to learn how to administer TMS treatments and assume high-level responsibility
• Ability to work under supervision and collaborate with mental healthcare professionals
• Advanced ability to ensure patient safety and comfort, as well as answering questions
• Proficient in taking session notes and assisting patients to complete psychiatric rating scales
• At least one-year relevant experience and/or training
• Electronic Medical Records (EMR) experience preferred but not required
• Excellent interpersonal and customer service skills
• Ability to work independently on assigned tasks
• Comfortable working in a flexible team environment
• Ability to multi-task, handle a high volume of calls and prioritize daily tasks
• Strong organizational skills
• Excellent verbal and written communication skills
• Multi-task quickly effectively in a fast-paced environment

Work Environment

While performing the duties of this job, the employee regularly works in a clinic or office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Major activities of this job include frequent sitting for extended periods of time, some walking or standing, and light physical effort performed on a level surface. Some carrying, lifting, kneeling, bending, reaching, and squatting are involved in the medical office. Use a computer and telephone and employ writing and organizational skills. Manual dexterity, mobility and good vision that includes near acuity, depth perception and accommodation are physical requirements necessary for technical work.

Education: High School Diploma required, Associate/Bachelor's preferred Salary: Starting at $18.00/hour, commensurate with experience Job Type: Part Time Location: 130 S Barstow Street, Suite 1B Eau Claire, WI 54701

Part-time position working 12-18 hours per week. Hours may fluctuate based on coverage needs. Weekdays only - no weekends, evenings or holidays.