Medical Administrative Support Team Lead

TMS Treatment and Billing

• Administer Transcranial Magnetic Stimulation (TMS) treatments in accordance with provider orders, established clinical protocols, and applicable training requirements.
• Ensure accurate and timely documentation and billing for all TMS services rendered.
• Coordinate with clinical and billing staff to address discrepancies and maintain accurate service records.

Back-Office and Clinical Support

• Assist with Spravato treatment days, including patient monitoring and related clinical support.
• Obtain and accurately document patient vital signs.
• Assist with urine drug screening (UDS) procedures in accordance with office protocols.
• Promote patient safety, comfort, and confidentiality throughout clinical visits.
• Provide additional clinical and administrative support as needed to maintain efficient patient flow and clinic operations.

Front-Office Leadership and Administrative Oversight

• Oversee daily front-office operations and help ensure administrative tasks are completed accurately and within established timeframes.
• Manage patient check-in and check-out processes.
• Answer, direct, and manage incoming phone calls and respond to patient communications via telephone, email, fax, and patient portal.
• Schedule appointments, maintain provider calendars, and coordinate scheduling needs.
• Verify and update patient demographic, insurance, and other relevant information.
• Maintain accurate and timely documentation within the electronic medical record (EMR) system.
• Coordinate staff coverage to support consistent office operations.
• Monitor clinic supply inventory and coordinate ordering and restocking as needed.
• Communicate with clinicians regarding administrative needs, scheduling, and operational concerns.
• Monitor administrative staff task completion, provide guidance as needed, and help maintain accountability.
• Maintain petty cash, ensuring funds are appropriately stocked and counted twice daily.
• Maintain an accurate and up-to-date staff attendance calendar.
• Coordinate cleanup and organization following pharmaceutical representative lunches and meetings.
• Collaborate with the billing team to resolve questions regarding patient balances, payments, and related account matters.
• Identify workflow concerns and help implement practical solutions to improve efficiency and the overall patient experience.
• Perform other administrative and operational duties as needed.

We are seeking a dynamic, organized, and detail-oriented Medical Administrative Support Team Lead to join our healthcare team. This multifaceted role combines front-office leadership, clinical support, and specialized TMS responsibilities to ensure efficient clinic operations, accurate documentation and billing, and an exceptional patient experience.

The ideal candidate is proactive, dependable, and comfortable balancing multiple priorities in a fast-paced medical environment. A strong understanding of medical office procedures, electronic health records (EHR/EMR), billing processes, and administrative workflow management is essential. The successful candidate will serve as a key resource for administrative staff, support clinicians, and help maintain consistent, high-quality operations across our clinical settings., * Strong organizational, communication, and problem-solving skills.

• Excellent attention to detail and commitment to accuracy.
• Ability to prioritize multiple responsibilities and work effectively in a fast-paced healthcare setting.
• Professional and compassionate approach to patient interactions.
• Familiarity with medical office operations, scheduling, billing, and EMR/EHR systems.
• Ability to provide leadership, coordinate staff responsibilities, and support team accountability.
• Commitment to patient confidentiality and compliance with applicable healthcare policies and regulations.
• Willingness to assist with both administrative and clinical support duties as needed.

• 401(k)
• Dental insurance
• Paid time off
• Vision insurance