Front Office Staff & TMS Technician at Wellity Health – Fremont, California

About Wellity Health

Welcome to Wellity Health where we are committed to achieving true equity in mental health. We aim to provide equitable and accessible care to individuals from all backgrounds and we are committed to reducing mental health symptom severity, reducing and/or eliminating the need for utilization of higher levels of care, and foster lasting positive outcomes for our adolescent consumers and their loved ones in our intensive outpatient setting.

What You’ll Be Doing
In this Full-Time, Non-Exempt (hourly), in-office position, you’ll combine front desk, administrative, and clinical support responsibilities. Your organization, communication skills, and attention to detail will shine as you greet clients, manage office operations, and administer non-invasive TMS (Transcranial Magnetic Stimulation) therapy under the supervision of a psychiatrist.

Here’s what your days will look like:
✔ Front Desk & Client Support – Greet clients with warmth, assist with check-in, and provide in-person support to clinicians and patients.
✔ Answer Calls & Schedule Appointments – Assist clients with scheduling, rescheduling, and general inquiries, ensuring they feel supported every step of the way.
✔ Verify Insurance & Explain Coverage – Work with insurance companies to verify eligibility and help clients understand their coverage.
✔ Prepare Patient Records – From registration to appointment preparation, ensure records are complete, accurate, and HIPAA-compliant.
✔ Assist Clinical Staff – Support therapists, nurse practitioners, and psychiatrists with clerical tasks, scheduling, and patient coordination.
✔ Administer TMS Therapy – Deliver non-invasive TMS treatments following established protocols, under the supervision of a psychiatrist. Provide compassionate, reassuring support to clients before, during, and after sessions.
✔ Maintain a Welcoming Office Environment – Keep the workspace clean, organized, and inviting for both clients and staff.

What a Day in This Role Looks Like
Your day begins in the office by greeting clients and reviewing the schedule for the clinicians you support. You’ll manage phone calls, emails, and in-person client needs with clarity and compassion. When scheduled, you’ll administer TMS sessions, carefully following clinical protocols and documenting each treatment (we will train you on this!). Between sessions, you’ll assist with insurance verification, prepare patient records, and help clinicians with administrative and in-person support. Throughout the day, you balance front desk responsibilities with clinical support, ensuring both clients and providers feel well cared for.

What It Takes to Succeed in This Role

Must-Have Skills & Experience

✅ Bilingual (Spanish/English)- bilingual skills help us better serve our diverse client base.
✅ Prior Medical or Mental/Behavioral Health Office experience – You are familiar with insurance, scheduling, and EHRs.
✅ Customer Service Excellence – You enjoy helping people and can communicate clearly, especially when clients are nervous or uncertain.
✅ Strong Organization & Attention to Detail – You can manage multiple tasks without missing important details.
✅ Tech Proficiency – You’re comfortable with Google Workspace and learning new systems quickly.
✅ Professional Communication – You can speak and write clearly and professionally.
✅ Punctuality & Reliability – You can consistently get to work on time and adhere to a set schedule.
✅ Attendance & Consistency – You can maintain regular, reliable attendance to support the team’s daily operations.
✅ Physical Capabilities – Able to sit, stand, and assist clients for extended periods.
✅ Ability to Learn and Administer Clinical Protocols – Comfortable working in a clinical setting with hands-on responsibilities.

Soft Skills That Make a Difference
⭐ Adaptability & Flexibility – You can easily pivot between front desk, administrative, and clinical support.
⭐ Empathy & Patience – You understand that clients may be facing emotional challenges and respond with compassion.
⭐ Problem-Solving – You stay calm and find solutions when issues arise.
⭐ Learner Mindset – Open to training and mastering new skills, including TMS procedures.
⭐ Team Player Mentality – You enjoy working collaboratively and supporting your colleagues.

Why You’ll Love Working Here
💙 Mission-Driven Impact – Every day, your work helps people access life-changing mental health care.
🚀 Room to Grow – This role offers opportunities to expand your skills and grow within the company.
🌟 Supportive Team Environment – We work together to make a difference.

Ready to Apply?
If you have a heart for helping others, strong organizational skills, and an interest in supporting both administrative and clinical care, we’d love to meet you! Apply today and join us in making mental health care more accessible and compassionate for all.

Please note pay rates are dependent on experience and the higher rates require bilingual Spanish language skills.