Medical Administrative Assistant - TMS Therapy Experience Required

About the Role

We're seeking a detail-oriented Intake Specialist / Insurance Authorizations professional to join a compassionate, fast-paced psychiatric practice serving children, adolescents, and adults. This practice offers a full range of psychiatric care under one roof — including NeuroStar TMS therapy for treatment-resistant depression — and this role plays a key part in making sure patients get to treatment without unnecessary delays.

You'll be the first voice many patients hear, gathering the information needed to get them scheduled and authorized for care — with a strong focus on NeuroStar TMS insurance authorizations, one of the most detail-intensive parts of this practice's workflow. NeuroStar authorizations typically require documenting prior antidepressant trials and medical necessity criteria before a payer will approve treatment, and much of that documentation and tracking runs through TrakStar, NeuroStar's dedicated patient data management portal.

What You'll Do

Patient Intake

• Speak directly with new and existing patients by phone to gather and accurately document demographic information, medical history, insurance details, reason for visit, and other required intake information prior to evaluation
• Prepare and set up patient charts prior to evaluations, ensuring all necessary information and documentation is complete and accurate

Insurance Authorizations & Verification

• Manage insurance authorizations and verification, including working within insurance portals and payer platforms
• Handle NeuroStar TMS-specific authorizations, including documenting medical necessity criteria (e.g., prior antidepressant trials) required by most payers
• Track and manage TMS-related patient data and authorization documentation within TrakStar

Scheduling & Patient Communication

• Schedule new patient evaluations, follow-up appointments, and patient recall
• Manage a high volume of inbound and outbound calls (150–250 calls per day) with a professional, patient-focused approach

Administrative Support

• Collect copays and process patient payments
• Process prescription refill requests

Requirements

Required Qualifications

• Minimum of 2 years of medical experience, preferably in psychiatry, behavioral health, or mental health
• Experience with TMS therapy is highly preferred, given this role's strong focus on TMS insurance authorizations
• Strong experience with insurance authorizations and verification, including working with insurance portals and payer platforms
• Experience with NeuroStar and/or TrakStar is strongly preferred — direct familiarity with NeuroStar's authorization requirements and the TrakStar portal is a significant advantage for this role
• Comfortable managing a high volume of calls while staying professional and patient-focused
• Experience scheduling new patient evaluations, follow-up appointments, and patient recall
• Experience collecting copays and processing patient payments
• Experience processing prescription refill requests
• Excellent verbal and written English communication skills — clear, fluent English is a non-negotiable requirement for this role

Benefits

Why This Role

You'll be a critical link between patients and the psychiatric care they need — especially for those pursuing NeuroStar TMS therapy, where getting authorization right the first time can mean the difference between timely treatment and frustrating delays. It's meaningful, fast-paced work with real impact on patients' mental health journeys.