Job Description

Mindfully Psychiatry is seeking a Front Office Specialist to join our Growing practice in Fairfield, Ohio office. You will work with staff. Psychiatrists and Psychiatric Nurse Practitioners across the state, in addition to our home office team. This position plays a key role in patient care, working with our physician and other staff to provide the best in patient care. This role will be full-time, working Monday - Friday 8:30 AM - 4pm or 8 AM - 4:30 PM.

Pay rate: $18

TMS Coordinator

1251 Nilles, Rd., Fairfield, OH 45014

About the Role

Mindfully Psychiatry is seeking a dedicated TMS Coordinator to join our growing team in Fairfield, OH. Reporting directly to a Psychiatrist, and working alongside our Psychiatric Nurse Practitioners, this 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.

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

Pay Rate: $18.00–$19.50 per hour

Schedule: Cover 4pm-7pm shifts - part-time

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: https://mindfully.com/join-our-team

Mindfully Behavioral Health is an equal opportunity employer that is committed to diversity and inclusion in the 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 outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and internship. Mindfully Behavioral Health makes hiring decisions based solely on qualifications, merit, and business needs at the time. Furthermore, the Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.

Requirements