Lead Patient Care Technician

Mindful Health Solutions   San Rafael, CA   Full-time     Health Care Provider
Posted on March 10, 2023
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Working in a high-call volume medical office, the Front Desk / Patient Care Coordinator provides potential patients with information about Transcranial Magnetic Stimulation (TMS), a non-drug therapy to treat patients with depression disorder. The candidate in this role is required to provide excellent, friendly customer service throughout all aspects of patient contact. The candidate will assist in managing the front desk process from check in to check out.


In addition, the TMS Technician is also responsible for all administrative aspects of TMS treatments, including scheduling, tracking insurance authorizations, administering psychiatric rating scales, and patient charting.

  • Greets patients as they arrive and leave the office.
  • Collect Co-insurance/Co-pays from patients.
  • Accurately maintain schedules, patients, and insurance information.
  • Answer multiple phone lines and respond to email inquiries from prospective patients.
  • Possess thorough knowledge of each physician’s services, requirements, and approaches.
  • Communicate and apply knowledge to match potential patients with the appropriate physician.
  • Book and schedule patient appointments
  • Scan medical documents into Electronic Medical Records software.
  • Provides general administrative support including faxing, copying, and scanning for physicians and other office personnel as needed.
  • Cross train in other departments as needed.
  • Adheres to all HIPAA and confidentiality requirements.
  • Administer TMS treatments according to specific physician protocols. Set up the TMS medical device and monitor all aspects of the treatment sessions for patient comfort and treatment accuracy.
  • Provide excellent patient care and treat patients with compassion while developing trust and rapport. Provide support, reflective listening, and compassion to patients struggling with depression and/or anxiety.
  • Troubleshoot and resolve issues with patient comfort, coil contact, and TMS system setup throughout treatment.
  • Administer psychiatric rating scales and counsel patients on completion of scales.
  • Record session notes, track insurance authorizations, and schedule patient visits using EMR and medical scheduling software.
  • Communicate with a team of certified TMS psychiatrists who oversee patient treatment at multiple office locations.


Pay range: $27 to 28 per hour

This information reflects the anticipated base salary range for this position based on current national data. Minimums and maximums may vary based on location. Actual pay will be adjusted based on an individual's skills, experience, education, and other job-related factors permitted by law. The employee may be eligible for bonuses and other forms of compensation.


  • Ability to deliver superior customer service to all potential patients. Strong customer service skills and exceptional phone presence are a must.
  • Experience working front desk in medical office required.
  • Proficient with Microsoft Word and Excel, strong computer and data entry skills required.
  • Excellent written, verbal and follow up skills required.
  • Excellent communication skills and ability to work well with a team.
  • Ability to interact with potential patients, clinic staff, physicians, and departments in a professional manner.
  • Ability to multi-task with high degree of attention to detail and bring tasks to completion.
  • Must maintain professional appearance and demeanor and interface well with patients in a mental-health setting.
  • Must respect and adhere to office guidelines and use good judgment regarding patient confidentiality.
  • Punctual, reliable, and flexible.
  • Successful completion of TMS Certification (training and certification provided during the initial period of employment).
  • Experience working with patients who are suffering from anxiety and depression preferred.
  • An Associates or bachelor’s degree strongly preferred, but candidates with patient care experience will be strongly considered.

Mindful Health Solutions

361 E. Third Street, Suite A
San Rafael , CA