Clinical Care Coordinator (TMS)

Clinical Care Coordinator (TMS)

Location: Onsite - North Seattle (Northgate), WA Clinic

Employment Type: Full-Time, W-2 Employee, Non-Exempt

Hourly Rate: $31-32/hr

Schedule/Hours: Monday-Friday 8:00 AM-5:00 PM

Reports To: Area Manager

Help Patients Change Their Lives

Are you passionate about helping people and making a meaningful impact on their experience? At NeuroStim TMS, we're looking for a Clinical Care Coordinator who runs the day-to-day of our clinic like it's their own. Someone ambitious, hands-on, and genuinely passionate about mental health care.

As one of the nation's leading providers of Transcranial Magnetic Stimulation (TMS), we help individuals struggling with depression and other mood disorders find hope through innovative, non-invasive treatment. This role combines patient coordination, clinic operations, and team leadership in a collaborative outpatient setting - and it's a role for someone who wants to build something, not just maintain it.

The ideal candidate steps in before problems escalate, is comfortable balancing administrative work with hands-on patient interactions, and bring a positive, team-first attitude to everything they do. If you're organized, dependable, resourceful, and excited by the idea of growing your career in healthcare leadership, we'd love to meet you.

Clinical Care Coordinator (TMS) Responsibilities

Clinic Operations & Performance Management

• Own daily clinic operations, patient flow, and schedule optimization to support clinic growth and performance goals.
• Track and report weekly operational metrics — consultation completion, treatment conversion, patient progression, and schedule utilization.
• Proactively identify and escalate operational barriers: scheduling gaps, workflow inefficiencies, staffing concerns, overtime, and coverage needs.
• Ensure chart completion, data accuracy, and timely documentation uploads.
• Maintain clinic organization, operational readiness, and overall clinic efficiency.

Patient Progression & Care Coordination

• Serve as primary operational point of contact for patients across the treatment lifecycle, coordinating with Admissions and Insurance on onboarding, authorization, and treatment initiation.
• Manage medical records requests (clearance, medication history, outside provider/facility records) in compliance with HIPAA and organization policies.
• Conduct patient follow-up and re-engagement activities to support continuity of care.
• Support patient satisfaction initiatives (Google reviews, exit surveys, experience tracking) and address/escalate patient concerns professionally.

Team Leadership & Staff Oversight

• Provide day-to-day leadership and operational oversight of clinic staff to drive workflow efficiency, accountability, and patient experience.
• Monitor staff attendance, punctuality, schedule adherence, and overtime management.
• Coach and address routine performance/professionalism issues at the clinic level; escalate recurring or pattern concerns to Area Managers per policy.
• Promote a culture of accountability, teamwork, and operational excellence.

Provider, Team & Financial Coordination

• Maintain ongoing provider communication on patient progress via email, weekly check-ins, and monthly team meetings; identify opportunities to improve documentation and provider communication to support timely TMS authorization approvals.
• Collaborate cross-functionally with Admissions, Insurance, Technicians, and Leadership to support clinic efficiency and continuity of care.
• Collect patient payments, manage recurring payments in Transaction Express, and support balance tracking and collections.
• Conduct routine chart audits and quality checks for documentation compliance and accuracy; maintain clinic inventory and coordinate supply ordering.
• Ensure compliance with HIPAA and applicable federal/state regulations.

Limited Clinical Support & Insurance Authorization

• Provide limited, appropriately trained support to clinical staff and technician coverage when operationally necessary.
• Maintain working knowledge of insurance guidelines and authorization timelines.
• Coordinate peer-to-peer reviews for insurance denials and schedule patients once approvals are received

Compensation & Benefits (Full-Time Employees are eligible for):

• Competitive Hourly Rate: $31-32/hr; paid bi-weekly
• 401(k) retirement plan with employer match up to 4%
• Comprehensive medical, dental, and vision insurance for employees and eligible dependents*
• HSA (with employer contribution) and FSA options to help manage healthcare and dependent care expenses*
• Employer-paid life insurance and AD&D coverage*
• Employee Assistance Program (EAP) with confidential mental health and life support resources*
• Generous paid time off and additional paid holidays*

*Indicates benefits available only to full-time W-2 Employee