Position Title: Administrative Coordinator for TMS

Job Summary:

The Administrative Coordinator for TMS and Billing Support will play a critical role in managing the administrative functions related to Transcranial Magnetic Stimulation (TMS) day-to-day procedures, staffing, and billing processes. This position requires a detail-oriented and organized individual who can effectively coordinate schedules, maintain records, and support both the billing team and TMS technicians.

Key Responsibilities:

1. Billing and Records Management:

• Assist the billing team in obtaining practice records and files.
• Complete, update, and file documents as needed.
• Maintain and update provider credential lists.
• Update rate sheets as new contracts are received.
• Update the TMS roster regularly.
• Monitor TMS claims and authorizations.

2. TMS Staff Support:

• Assist TMS technicians with process-related questions and copays.
• Handle TMS patient grievances and concerns.
• Assist with provider questions as needed.

3. Staff and Practice File Maintenance:

• Maintain staff files, including reviews, timecards, training records, schedules, and onboarding documents.
• Maintain practice files, ensuring all workers' compensation, general insurance, and business licenses are up to date.
• Coordinate the TMS schedule and manage timesheets.
• Enter and maintain TMS payroll records.

4. Coordination and Communication:

• Coordinate tasks related to the website with MedStar.
• Coordinate miscellaneous tasks involving staffing, providers, and the billing team.
• Coordination of phone call routing and staff software accounts.

5. Miscellaneous Tasks:

• Assist with special projects as needed.
• Perform general office duties, such as ordering supplies and managing inventory.
• Provide cross-coverage for TMS technician and will be trained to render TMS service to patients in the absence of TMS technician.
• Support other administrative tasks to ensure smooth office operations.
• Provide backup support for other administrative staff as required.

**Qualifications:**

• High school diploma or equivalent; additional administrative training or certification is a plus.
• Proven experience in an administrative or support role, preferably in a healthcare setting.
• Excellent organizational and multitasking skills.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Excellent communication and interpersonal skills.
• Knowledge of TMS procedures and billing processes is preferred but not required.

**Physical Requirements:**

• Ability to sit for extended periods and perform desk-based computer tasks.
• Occasionally lift and move office supplies and equipment.

Job Type: Full-time

Pay: $21.25 - $25.59 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Health insurance
• On-the-job training
• Paid orientation
• Paid sick time
• Paid time off

Healthcare setting:

• Clinic

Schedule:

• 5x8
• Monday to Friday

Experience:

• Customer service: 1 year (Required)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Required)

Ability to Commute:

• Irvine, CA 92614 (Required)

Ability to Relocate:

• Irvine, CA 92614: Relocate before starting work (Required)

Work Location: In person