Transformational Medicine, rTMS Success Coordinator

Transformational Medicine & rTMS Success Coordinator

Company: Revitalize Clinics
Location: Northern Arizona — Prescott Valley, Flagstaff, and Sedona
Employment Type: Full-Time
Schedule: Monday through Friday, with occasional Saturdays

About Revitalize Clinics

Revitalize Clinics provides interventional psychiatry and transformational medicine services, including rTMS, ketamine treatment, Spravato, medication management, psychotherapy, and wellness support.

We are seeking a compassionate, organized, and dependable Transformational Medicine & rTMS Success Coordinator to guide clients from their initial consultation through insurance approval, treatment, and follow-up care.

Position Summary

This role combines client care, insurance coordination, TMS treatment support, scheduling, documentation, and success coaching.

The coordinator will serve as a primary point of contact for clients and help move them through every stage of the treatment process, including:

• Intake and psychiatric evaluation
• Insurance verification
• Collection of medication and treatment history
• Prior authorization submission
• Insurance follow-up, appeals, and continued authorization
• TMS mapping and treatment scheduling
• Treatment progress and outcome tracking
• Maintenance and follow-up planning

This is not a traditional front-desk role. The coordinator is expected to take ownership of each client’s progress and help prevent delays, missed steps, and gaps in care.

Key Responsibilities

• Welcome and support clients throughout their treatment journey.
• Complete intake, scheduling, consent, and treatment-readiness tasks.
• Verify insurance benefits and authorization requirements.
• Collect medication trial history and supporting clinical records.
• Submit and track prior authorizations for TMS and other covered services.
• Follow up with insurance companies, providers, pharmacies, clients, and billing staff.
• Assist with appeals, peer-to-peer reviews, and continued authorization requests.
• Notify approved clients and move them quickly into mapping and treatment.
• Track approved sessions, expiration dates, attendance, and treatment completion.
• Prepare clients for TMS and explain treatment expectations.
• Operate TMS equipment after completing required training.
• Monitor clients during treatment and report concerns to the provider.
• Document treatment sessions and client progress accurately.
• Administer assigned symptom-rating scales, including the PHQ-9 and GAD-7.
• Encourage treatment attendance, healthy routines, and completion of the prescribed treatment plan.
• Coordinate follow-up care, tapering, maintenance treatment, and other Revitalize services.
• Maintain HIPAA compliance, professional boundaries, and accurate documentation.

Required Qualifications

• High school diploma or equivalent.
• At least one year of experience in healthcare, behavioral health, medical administration, insurance coordination, client services, or a related field.
• Strong communication, organization, and follow-through.
• Comfortable speaking with insurance companies and tracking detailed authorization requirements.
• Compassionate and professional when working with clients experiencing depression, anxiety, trauma, or emotional distress.
• Able to manage multiple clients, deadlines, schedules, and documentation requirements.
• Comfortable learning TMS equipment, medical terminology, and electronic health records.
• Reliable transportation and ability to travel between clinic locations when needed.

Preferred Qualifications

• Experience in a psychiatric, TMS, ketamine, or behavioral health setting.
• Experience with insurance verification, prior authorizations, appeals, or medical billing.
• Experience with electronic health records or client-management systems.
• Associate’s or bachelor’s degree in psychology, behavioral health, healthcare administration, social work, or a related field.
• CPR or Basic Life Support certification.

Ideal Candidate

The ideal candidate is compassionate, persistent, detail-oriented, and comfortable taking ownership of a client’s progress. They are able to support clients emotionally while also managing insurance requirements, documentation, scheduling, and treatment coordination.

Compensation and Benefits

Compensation is based on experience and qualifications. Benefits, paid time off, employee wellness opportunities, and advancement potential will be discussed during the interview process.

How to Apply

Please submit your résumé through Indeed along with a brief explanation of your interest in transformational medicine, TMS, and client care.

Revitalize Clinics is an equal opportunity employer.

Pay: $15.15 - $22.00 per hour

Work Location: In person

Salary : $15 - $22