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Job Description
Access to Advanced Mental Healthcare Begins With Trust At My Psychiatrist, the first interaction is never "just intake." It is the moment a patient decides whether they feel confident enough to move forward with care. Whether they feel understood. Whether they trust the process enough to take the next step toward treatment. That moment matters deeply. As we continue expanding TMS & neuromodulation services across Florida, we are building a high-performance intake experience designed around responsiveness, professionalism, emotional intelligence, and operational precision. The TMS Patient Intake Specialist sits at the center of that experience. This is not basic scheduling. This is patient activation, healthcare sales, communication strategy, and continuity of care working together in real time. We are looking for someone who communicates with confidence, thinks with structure, and understands how to create trust while moving decisively. The Why Behind the Role Patients exploring TMS treatment are often navigating uncertainty, frustration, and years of unresolved symptoms before they ever contact us. How they are guided through that first experience matters. At My Psychiatrist, we believe access itself is part of care. The TMS Patient Intake Specialist helps transform interest into action—helping patients feel informed, supported, and confident while guiding them through the intake and scheduling process for advanced mental health treatment services.
This role directly impacts:
Patient access to care Treatment conversion and continuity Provider readiness TMS program growth Overall patient experience before treatment even begins Your ability to communicate clearly, respond quickly, and create confidence shapes whether patients move forward with life-changing care. The Role The TMS Patient Intake Specialist manages and converts inbound and outbound patient inquiries related to: TMS & neuromodulation services Psychiatry referrals Specialty treatment consultations Internal and external referral pipelines You will operate at the intersection of: Patient experience Healthcare sales Intake operations Communication strategy Operational execution You will work closely with: TMS providers Psychiatrists Patient Access teams Clinical Operations Referral partners Existing and prospective patients Your work directly supports access to advanced treatment options within one of Florida's fastest-growing physician-led mental health organizations. What You'll OwnTMS Lead Conversion & Patient Activation Manage inbound and outbound patient inquiries related to TMS and specialty mental health services Convert qualified patient leads into scheduled consultations and evaluations Maintain disciplined follow-up cadence to maximize conversion and continuity of care Guide patients through next steps with professionalism, clarity, and confidence Help patients understand treatment pathways and scheduling processes High-Touch Patient Experience Deliver a concierge-level patient experience across every interaction Balance emotional intelligence with efficiency and urgency Build trust through responsiveness, professionalism, and follow-through Help patients feel informed, supported, and comfortable moving forward with treatment Referral & Operational Coordination Coordinate closely with providers, TMS teams, and operational staff Support referral workflows and patient readiness processes Escalate patient concerns and operational barriers appropriately Maintain continuity and organization throughout the intake process Systems, Documentation & Workflow Precision Accurately document all patient interactions within: HubSpot Tebra Curogram RingCentral Maintain organized and actionable intake pipelines Track follow-up activity, conversion metrics, and scheduling outcomes Ensure HIPAA compliance and confidentiality standards at all times Required 1-2 years of experience in: Healthcare sales Patient access Intake coordination Lead conversion Call center operations Customer relationship management Proven ability to build trust, handle objections, and convert opportunities into action Strong verbal communication and relationship-building skills High attention to detail and documentation discipline Comfort operating within CRM systems and multi-channel communication environments Ability to multitask while maintaining professionalism and precision Preferred Behavioral health or healthcare experience Experience with: TMS services Psychiatry practices CRM/EHR workflows Bilingual English & Spanish What Success Looks Like Successful TMS Patient Intake Specialists at
My Psychiatrist:
Respond quickly and follow through consistently Convert patient leads without making patients feel pressured Create trust through clarity and professionalism Maintain organized and accurate intake pipelines Communicate proactively across departments Balance urgency with emotional intelligence Support seamless patient movement from inquiry to evaluation Patients feel guided—not sold to. Providers feel supported. Care begins faster and more smoothly. What You'll Find HereCompensation & Benefits Competitive compensation with performance-driven upside Medical, dental, and vision insurance 401(k) with employer match PTO + paid holidays Infrastructure & Growth Structured onboarding and operational support Modern systems and integrated communication platforms Growth opportunities within patient access, specialty services, and operations leadership Exposure to advanced psychiatric treatment modalities and TMS program growth Environment A physician-led culture focused on accountability, responsiveness, and patient trust A modern behavioral health organization intentionally designed around continuity of care A team built around professionalism, operational excellence, and meaningful human impact Why This Role Matters Every patient who begins TMS treatment starts somewhere. Often, it begins with this role. The TMS Intake Specialist helps create the bridge between someone searching for relief and the clinical team ready to support them. Your ability to create clarity, confidence, and responsiveness directly impacts whether patients move forward with treatment. That responsibility matters deeply. Why My Psychiatrist My Psychiatrist is one of Florida's fastest-growing physician-led mental health organizations.
® Patient operations Clinical research We are building systems designed to support clinicians, strengthen patient access, and create mental healthcare that is scalable, human, and built to last. This role is part of that vision. Ready to Build Something That Matters? If you value communication, ownership, operational excellence, and meaningful human impact— See yourself here? Let's talk. Apply here or reach out directly: diana.paul@mypsychiatrist.com
Pay:
From $20.00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Referral program Vision insurance Application Question(s): Are you fluent in both English and Spanish, including speaking, reading, and writing? Do you have at least one year of experience in a healthcare call center, patient intake, patient access, medical office, or similar patient-facing healthcare role? This role involves speaking with patients experiencing depression and other mental health conditions while guiding them through scheduling, insurance, and treatment education. Are you comfortable working in a behavioral health environment? Have you worked with an electronic medical record (EMR/EHR), CRM, or patient scheduling system (such as Tebra, eClinicalWorks, Athena, Epic, HubSpot, etc.)?
