Transcranial Magnetic Stimulation (TMS) & Spravato Treatment Coordinator

Lotus Psychiatry & Wellness; Boca Raton (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Paid time off

Dental insurance

Vision insurance

Disability insurance

Pet insurance

Job summary

Lotus Psychiatry & Wellness is seeking a healthcare administrator to support therapy services in our Coral Springs office. You will handle insurance verification, prior authorizations, and patient coordination for TMS and Spravato treatments.

The ideal candidate has at least 1 year in healthcare admin, strong organizational skills, and experience with EHR systems, REMS programs, and payer communications. A patient-focused, compliant approach is essential.

Qualifications

• Minimum 1 year of healthcare administration, medical coordination, or behavioral health experience.
• Experience with insurance verification and prior authorizations.
• Proficient with electronic health records and healthcare technology systems.
• Knowledge of REMS programs and compliance.
• Familiar with Medicare and commercial insurance plans.

Responsibilities

• Respond to client inquiries regarding TMS and Spravato treatments.
• Conduct initial consultations to assess treatment eligibility and discuss processes.
• Educate prospective clients on treatment expectations, timelines, insurance coverage, and financial responsibilities.
• Identify and qualify candidates for TMS and Spravato treatment programs.
• Maintain ongoing communication with clients throughout their treatment journey.
• Verify insurance benefits and submit prior authorization requests.
• Coordinate and schedule TMS Mapping Evaluations, treatment sessions, and Spravato appointments.
• Maintain provider schedules and treatment calendars.
• Manage patient appointment reminders and rescheduling requests.
• Document in the EHR and ensure audit readiness.
• Protect patient confidentiality and HIPAA compliance.

Skills

Healthcare admin

Insurance verification

Prior authorizations

HIPAA compliance

EHR proficiency

Communication skills

Attention to detail

Education

High school diploma

Tools

EHR systems

Job description

All interviews are taking place at our Coral Springs office.

Applicants without prior authorization and insurance verification experience will NOT be considered.

This position is Monday through Friday from 8:30 AM to 5:30 PM

Patient Outreach & Treatment Consultation

• Respond to client inquiries regarding TMS and Spravato treatments.
• Conduct initial consultations to assess treatment eligibility and discuss treatment processes.
• Educate prospective clients on treatment expectations, timelines, insurance coverage, and financial responsibilities.
• Identify and qualify candidates for TMS and Spravato treatment programs.
• Maintain ongoing communication with clients throughout their treatment journey.

Insurance Verification & Authorization

• Verify insurance benefits and coverage for TMS and Spravato services.
• Submit prior authorization and reauthorization requests accurately and timely.
• Obtain and maintain all required supporting clinical documentation.
• Prepare and submit insurance appeals for denied authorizations.
• Track authorization status and renewal deadlines to prevent treatment interruptions.
• Communicate insurance determinations and financial responsibilities to patients.

Treatment Coordination & Scheduling

• Coordinate and schedule TMS Mapping Evaluations (TME), treatment sessions, and Spravato appointments.
• Maintain provider schedules and treatment calendars.
• Manage patient appointment reminders and rescheduling requests.
• Coordinate treatment plans with clinical staff and providers.
• Monitor treatment completion and follow-up needs.
• Order Spravato medication through approved specialty pharmacies.
• Coordinate medication delivery and receipt.
• Manage Spravato inventory and storage documentation.
• Track medication utilization and expiration dates.
• Ensure compliance with REMS program requirements and internal protocols.
• Maintain accurate records of medication receipt, administration, and disposal.

Documentation & Compliance

• Maintain accurate and timely documentation within the electronic health record (EHR).
• Ensure all treatment, insurance, and patient communication records are complete and audit-ready.
• Monitor compliance with payer requirements, REMS standards, and practice policies.
• Assist with reporting, audits, and operational tracking metrics.
• Protect patient confidentiality and comply with HIPAA regulations.

Qualifications

• High school diploma or equivalent.
• REQUIRED Minimum 1 year of experience in healthcare administration, medical coordination, or behavioral health.
• REQUIRED Experience with insurance verification and prior authorizations.
• Strong organizational skills and attention to detail.
• Excellent communication and patient service skills.
• Proficiency with electronic health records and healthcare technology systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience with TMS, Spravato, ketamine, psychiatry, behavioral health, or specialty medication programs.
• Knowledge of insurance appeals and utilization management processes.
• Experience with REMS programs.
• Familiarity with Medicare, commercial insurance plans, and behavioral health benefits.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently while collaborating with clinical teams.
• High level of accuracy and follow-through.
• Strong documentation and recordkeeping skills.
• Professional, compassionate, and patient-focused approach.
• Paid time off
• Dental, vision benefits, legal, short term/long term disability, and pet insurance
• Supportive and collaborative work environment

Qualified candidates who meet all requirements will be contacted for face-to-face interviews.