TMS Coordinator

Job Description

Description:

Location: Mindfully Fairfield – 1251 Nilles Rd., Suite 5, Fairfield, OH 45014

Pay Rate: $18.00–$19.50 per hour

Schedule: Monday–Friday, 8:30 AM–5:30 PM (1-hour lunch) — some flexibility available for exceptional candidates

About the Role

Mindfully Psychiatry is seeking a dedicated TMS Coordinator to join our growing team in Fairfield, OH. Reporting directly to Dr. Jonathan Cole, Psychiatrist, and working alongside our Psychiatric Nurse Practitioners, this full-time position is critical to the success of our Transcranial Magnetic Stimulation (TMS) program and overall patient experience.

We welcome applications from Medical Assistants (MAs) as well as non-MA candidates with relevant experience in mental health, medical administration, or patient care coordination.

Key Responsibilities

Administer TMS treatments under provider direction

Schedule and follow up on TMS referrals and consults

Submit same-day insurance claims

Conduct weekly patient assessments and manage remapping after week 1

Update patient accounts with insurance or balance information

Maintain the TMS Process Manual and order treatment supplies

Ensure timely documentation of treatment records and provider notes

Coordinate with Dr. Cole regarding patient care, audits, and concerns

Act as liaison with Brainsway and lead training initiatives pre- and post-implementation

Support TMS marketing efforts

Assist with general psychiatric administrative duties (phones, scheduling, ROI requests)

Ensure timely follow-up on voicemails, emails, and faxes

Maintain and manage a calendar for TMS treatments and provider coverage

Perform other duties as assigned

Qualifications

Prior experience in a healthcare, behavioral health, or clinical setting

Strong organizational and multitasking skills

Ability to communicate effectively with patients and providers

Comfort with medical software, EMR systems, and insurance billing

Experience in TMS or neurostimulation is a plus

Medical Assistant certification is a plus, but not required

Why Join Mindfully?

Growth Opportunity: As the sole TMS Coordinator, you’ll gain specialized experience in TMS protocols, device management, and patient care, with the potential to grow your role as services expand.

Supportive Environment: You’ll work closely with a collaborative, patient-centered team committed to compassionate and evidence-based care.

Inclusive Culture: Mindfully Behavioral Health is proud to be an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for all employees.

Learn more about our team and mission:

Requirements:

Mindfully Behavioral Health is proud to be an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as defined by applicable federal, state, or local laws.

This policy applies to all employment practices within our organization, including recruitment, hiring, promotions, terminations, compensation, benefits, and training. Reasonable accommodations will be made for qualified individuals with disabilities unless such accommodations would cause undue hardship.

Full-time