Position Summary
The TMS/Spravato Coordinator is responsible for coordinating the practice’s Interventional Psychiatry Program, including Transcranial Magnetic Stimulation (TMS), Spravato® (esketamine), and future interventional treatment modalities.
This individual serves as the primary point of contact for patients throughout their entire treatment journey—from initial consultation and patient education through insurance authorization, scheduling, treatment coordination, and successful completion of care.
During the early stages of program growth, the Coordinator will also administer TMS and Spravato treatments. As patient volume increases, this role is designed to transition into a position focused on consultations and patient care coordination.
This is an excellent opportunity for someone who enjoys building programs, improving patient experiences, and growing innovative mental health services.
Essential Responsibilities
Patient Consultation & Education
· Conduct comprehensive consultations for patients considering TMS and Spravato therapy.
· Educate patients and families regarding treatment options, expectations, risks, benefits, and timelines.
· Clinical interviewing
· Explain the insurance authorization process and anticipated treatment schedule.
· Build trusting relationships with patients and address questions or concerns.
· Coordinate with providers to determine treatment eligibility and readiness.
· Facilitate informed decision-making and encourage treatment adherence.
Insurance Authorization & Benefits Coordination
· Verify insurance eligibility and benefits.
· Obtain and manage prior authorizations.
· Submit appeals and additional clinical documentation as required.
· Track authorization expiration dates and proactively obtain renewals.
· Coordinate pharmacy benefit authorizations for Spravato patients.
· Minimize delays in patient care through proactive insurance management.
Patient Care Coordination
· Serve as the primary point of contact for all Interventional Psychiatry patients.
· Schedule consultations, treatments, and required provider follow-up appointments.
· Coordinate communication between patients, providers, pharmacies, referral sources, and insurance companies.
· Ensure every patient receives timely and coordinated care throughout treatment.
· Monitor treatment adherence and promptly address missed appointments or barriers to care.
Treatment Administration
During the initial phase of program growth, the Coordinator will:
· Administer TMS treatments according to provider orders and established clinical protocols.
· Assist with motor threshold mapping (following training and organizational protocols).
· Monitor patient response and comfort throughout treatment.
· Accurately document all treatment sessions.
· Support providers during Spravato treatment days.
· Monitor patients in accordance with REMS requirements.
· Obtain and document required vital signs and patient observations.
· Maintain treatment equipment and treatment areas.
As the program expands, direct treatment responsibilities will gradually transition to dedicated treatment technicians, allowing the Coordinator to focus on consultations, operations, and local referral development.
Patient Retention & Success
· Monitor patient attendance and treatment completion.
· Contact patients following missed appointments.
· Identify barriers preventing treatment completion.
· Collaborate with providers to improve patient adherence.
· Conduct patient follow-up after treatment completion.
· Promote an exceptional patient experience throughout the course of care.
Referral Coordination
· Communicate with referring providers regarding consultations and treatment progress.
· Obtain outside records when necessary.
· Coordinate continuity of care between providers and referral sources.
· Foster strong professional relationships with referral partners.
Program Development & Operational Excellence
· Identify opportunities to improve efficiency and patient satisfaction.
· Assist in implementing future interventional psychiatry treatment modalities.
· Develop patient education materials and standardized operating procedures with the TMS/Spravato Service Line Director.
· Track key program metrics and recommend process improvements.
· Participate in quality improvement initiatives.
Growth
As patient volume increases, responsibilities will evolve to include:
· Training and mentoring Interventional Psychiatry Treatment Technicians.
Documentation & Compliance
Maintain accurate documentation including:
· Consultation notes
· Treatment documentation
· Insurance communications
· Scheduling updates
· Telephone encounters
· Clinical outcome measures (PHQ-9, GAD-7, etc.)
· REMS documentation
· Authorization records
Maintain compliance with:
· HIPAA
· REMS Program requirements
· OSHA regulations
· Company policies and procedures
· Infection prevention standards
· Equipment maintenance and safety protocols
Qualifications
Required Education
Bachelor’s degree in one of the following (or a closely related field):
· Psychology
· Sociology
· Social Work
· Human Services
· Behavioral Health
· Counseling
· Public Health
· Health Sciences
· Or another related behavioral or healthcare field
Required Experience
· Minimum of one year of experience working with individuals experiencing mental health conditions in an outpatient psychiatry practice, behavioral health clinic, psychology practice, community mental health program, inpatient psychiatric setting, or comparable healthcare environment.
· Demonstrated ability to build rapport and establish trust with patients experiencing depression, anxiety, PTSD, OCD, bipolar disorder, and other psychiatric conditions.
· Experience educating patients and families regarding treatment plans and expectations.
· Strong organizational skills with the ability to coordinate multiple patients and priorities simultaneously.
· Excellent written, verbal, and interpersonal communication skills.
· Experience working within an electronic medical record (EMR) system.
· Passion for delivering compassionate, patient-centered care.
Preferred Qualifications
· Experience working with TMS, Spravato, ketamine therapy, or other interventional psychiatry treatments.
· Prior insurance authorization or benefits coordination experience.
· Experience in patient care coordination or case management.
· Familiarity with eClinicalWorks (eCW).
· Experience supporting quality improvement or operational initiatives within a healthcare setting.
Key Competencies
The ideal candidate is:
· Compassionate and empathetic
· Highly organized and detail-oriented
· An excellent communicator and educator
· Self-motivated and accountable
· Comfortable working independently
· Adaptable in a growing environment
· A collaborative team player
· Passionate about improving mental health care
· Committed to creating an exceptional patient experience
Performance Expectations
Success in this position will be measured by:
· Consultation-to-treatment conversion rates
· Patient satisfaction and experience
· Treatment completion and retention rates
· Timeliness of insurance authorizations
· Scheduling efficiency
· Documentation quality and compliance
· Reduction in patient drop-off
· Continuous workflow improvements
· Overall growth and success of the Interventional Psychiatry Program
Career Growth Opportunity
This position is intentionally designed to grow alongside the Interventional Psychiatry Program.
As patient volume increases and additional treatment modalities are introduced, responsibilities will progressively transition from direct treatment administration toward patient education. The successful candidate will play a central role in consultations, patient care coordination, operational management, staff development, implementation of new treatment services, and strategic expansion of the practice’s Interventional Psychiatry Program.
Pay: $25.00 - $27.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
