About Square Medical Group (SMG)
Square Medical Group’s (“Square” or “SMG”) mission is to deliver enduring, material improvements in both clinical and wellness outcomes to patients addressing co-occurring challenges with substance use disorder (SUD) and behavioral health (BH). We do this through delivering a specialized continuum of outpatient care of 1,000+ units/week to a population of ~5,000 across Massachusetts: medication management, in-person and virtual intensive outpatient and partial hospitalization programs (IOP/PHP), transcranial magnetic stimulation (TMS), in-house laboratory services, as well as three levels of housing (i.e. Medicaid reimbursed Co-Occurring Recovery Residences, self-pay-based sober homes, and state-sponsored low threshold housing).
Square’s success has only been possible through a cohort of dedicated and passionate professionals. Team members are deeply committed and personally invested in supporting Square patients and residents. Their enthusiasm stems from a genuine desire to make a lasting impact on the lives of those who face complex adversity. Each team member brings empathy, expertise, and dedication to their work, understanding the unique challenges of co-occurring disorders. Whether through providing clinical care, offering emotional support, or advocating for comprehensive treatment plans, our employees approach their roles with compassion and a relentless drive to help patients heal and reclaim their lives. Their investment goes beyond the job—they are driven by a shared mission to foster recovery and improve mental health outcomes.
All team members are required to share Square’s core values that drive all of our activities. Brief descriptions of the core values are below:
- Respect: Follow the Golden rule and treat everyone, patients and colleagues, with respect
- Proactive Collaboration: hold a team-first mentality in order to identify issues and collaborate with others to solve problems before they impact the business
- Empathy: understand the patient population and view BH / SUD as a chronic disease
- Curiosity: open, flat communication for innovation purposes (value different opinions)
- Work / Life Balance: do work in a professional manner then go home each day to spend time as you see fit
- Accountability: team members demonstrate respect to our providers, other front line team members, and patients by holding ourselves to the highest standard of accountability
Program Overview:
SMG offers a comprehensive suite of outpatient services designed to meet the complex needs of individuals with behavioral health conditions, substance use disorders (SUD), or co-occurring diagnoses. Rooted in evidence-based practices and person-centered care, SMG’s outpatient programs include psychiatric evaluation and medication management, individual and group therapy, and transcranial magnetic stimulation (TMS). These services are delivered across multiple locations and are tailored to the clinical acuity and recovery goals of each patient, ensuring continuity of care and seamless transitions between levels of support.
For patients with co-occurring conditions, those experiencing both mental health challenges and substance use disorders, SMG provides integrated treatment plans that address both diagnoses concurrently. This dual-focus approach is facilitated by a multidisciplinary team of psychiatrists, nurse practitioners, and licensed therapists who collaborate to deliver coordinated care. By combining clinical excellence with wraparound support, SMG empowers patients to stabilize, recover, and build lasting wellness.
Role Summary:
TMS Coordinators support the daily operations of one of Square's key service programs, Transcranial Magnetic Stimulation, by demonstrating a combination of exemplary patient care and administrative work. Their responsibilities include: independently managing a schedule of daily TMS Follow-up appointments, treating between 3-8 patients per day, completing pre-screening phone calls with new referrals, educating potential patients about TMS treatment, preparing insurance documentation, and completing other administrative tasks in support of the department’s needs.
TMS Coordinators provide critical in-person support to the TMS patients and their SMG or external psychiatric or primary care providers to facilitate positive experiences, maintain optimal treatment outcomes, and ensure clear communication as a representative of Square Medical Group’s TMS department.
Key Responsibilities:
- Direct Patient Care (TMS treatment)
- Prepare and educate new patients on TMS basic info, insurance eligibility, and safety criteria
- Independently administer Initial TMS treatments including set-up, mapping and measuring individual patient’s treatment specifications (Motor Threshold determination)
- Independently administer TMS Follow up treatments and monitor the patient for safety and comfort during the session
- Understand safety contraindications for TMS and check for any medical, mental, or medication changes to the patient’s status and treatment plan
- Record and evaluate patient progress throughout course of treatment and communicate progress updates to overseeing provider and referring provider(s).
- Insurance Prior Authorization
- Process and obtain pre-screening information
- Track source and status of all incoming referrals for assigned TMS office
- Manage prior authorizations for outpatient TMS treatment with a variety of different insurance companies and plans
- Prepare and file letters of medical necessity signed by MD for the insurance company
- Appointment Coordination
- Schedule TMS pre-screenings, TMS evaluations, new patient initial appointments, and follow-up appointments
- Encourage patient attendance to daily sessions
- Track missed and no-show appointments and follow up with patients
- Electronic Medical Record (EMR) & Documentation
- Enter and update patient data in the EMR
- Upload and review ROIs and external medical records
- Ensure all required forms and authorizations are completed and properly filed
- Document and sign daily progress notes for current TMS patients, record symptoms assessments, and send them to appropriate overseeing provider for review and signature.
- Communication & Collaboration
- Exercise a high degree of customer service in all interactions with providers, patients, and other internal/external stakeholders
- Serve as a liaison between patients, providers, and clinical teams providing regular patient updates via email/fax/phone to the patient’s providers and bringing critical patient updates to TMS manager in timely manner
- Flag any patient issues or concerns (e.g., attendance issues, noncompliance, behavioral concerns) for clinical review
- Participate in team meetings and case reviews as assigned by supervisor
- Be a resource for patients on TMS-specific info and Square Medical Group operations and policies
- Administrative & Operational Support
- Confirm insurance eligibility and prior authorization obtained before scheduling appointments
- Maintain inventory of treatment supplies and coordinate with department manager for reordering
- Provide a safe, comfortable, and clean environment for patients and providers
- Collect and review patient experience surveys after treatment is complete
Specific Tasks: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.
- Coordinate with Square Medical Group’s MDs, NPs, and other staff members to provide exceptional patient care experiences and encourage internal TMS referrals
- Complete intake phone calls, provide knowledgeable responses to TMS-specific questions
- Explain and obtain Release of Information (ROI) documents and medical record requests
- Apply knowledge of mental health disorders to deliver compassionate care to adult patients with treatment-resistant depression
- Hands-on patient care administering deep Transcranial Magnetic Stimulation treatment
- Communicate with insurance companies to obtain prior authorizations
- Maintain a neat and clean work environment
- Schedule patient appointments
- Administrative work such as filing, faxing, and scanning
- Ensure compliance with health care regulations, including HIPAA
- Utilize EMR systems including creating patient charts, tracking visits and recording detailed patient progress notes for MD review and signature
Required Skills for Success:
- HIPAA Knowledge
- OSHA Knowledge
- Oral Communication
- Written Communication
- Technical Communication
- Detail-oriented
- Customer Service
- Confidentiality
- Diplomacy
- Filing
- Fine motor skills and physical coordination
- Math aptitude, take and record precise measurements
- Organizational skills
- Planning and prioritization
- Professionalism
- Patient care
- Proactive work style
- Time Management
- Typing >40 wpm
- Computer Literacy (Microsoft- Outlook, Teams, OneDrive, Word, Excel, Powerpoint)
- Lifting up to 20 lb.
Qualifications:
- Required: High School diploma or equivalent
- 1+ years of clinical or medical experience with basic medical terminology
- Electronic Medical Record (EMR) experience, InSync preferred
- Preferred: Bachelor’s Degree in Psychology, Biology, Neuroscience, or pre-medical coursework is a plus
- Preferred: TMS treatment operator certification (Brainsway 102B) or equivalent
- Training and certification will be organized and provided by Square Medical Group
Working Conditions:
- Reliable transportation required for travel to assigned location (in-person, outpatient medical office setting)
- Must be able to lift to 20 lbs. Job is physical in nature and employee needs to stand and/or move around throughout portions of their shift. The TMS Coordinator may be asked to sit, stand, reach, bend, and maneuver around the TMS machine and the treatment room.
- Loud, repetitive noises are produced by the TMS treatment machine. Hearing protection of 30 dB or above may be recommended and will be provided by Square Medical Group.
- Attendance: Regular job attendance is an essential job function. Our patients require consistency throughout TMS treatment and benefit from a familiar face to welcome them into the office each day. Any necessary scheduled patient coverage or emergency coverage must be reviewed and confirmed by the TMS manager with as much notice as possible.
Schedule:
- The Schedule/Hours will be between 15-25, scheduled between hours of 9:00 AM to 5:00 PM as assigned by supervisor, and requires 5 days per week on site in-office.
Job Type: Part-time
Pay: $21.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- On-the-job training
- Opportunities for advancement
- Paid training
Medical Specialty:
- Public Health
Schedule:
- 4 hour shift
- Day shift
- Monday to Friday
- No weekends
Work Location: In person
