TMS Manager (Behavioral Health)

Position Summary

The TMS Manager is expected to be highly knowledgeable and confident in all aspects of TMS, including treatment protocols, clinical applications, troubleshooting, patient experience, and the science behind TMS treatment. This role serves as a primary resource for both patients and staff, helping ensure confidence, consistency, and comfort throughout the treatment process.

This role works closely with Operations Leadership, as well as the Chief Medical Officer to support clinical excellence, respond to TMS-related questions, oversee quality control, and maintain operational consistency across all locations. The role requires strong leadership skills, including the ability to effectively train new hires, provide ongoing staff development and retraining, and continuously improve departmental performance and patient care standards.

Position Requirements

Schedule & Flexibility Requirements

• The primary working location will be at our Corporate office in Oak Brook, IL

• Ability to travel consistently between all 12 clinic locations

• Ability to work flexible hours, including evenings, weekends, and sudden schedule changes

• Ability to respond effectively in fast-paced and changing operational environments

Clinical Leadership & TMS Expertise

• Maintain advanced knowledge of all TMS treatments, protocols, off-label protocols, clinical applications, safety standards, and the science behind TMS

• Serve as the primary resource for all TMS-related questions from staff, patients, and leadership

• Work in conjunction with the Chief Medical Officer regarding clinical questions, protocol guidance, difficult cases, and treatment troubleshooting

• Keep up to date on current TMS research, advancements, and clinical best practices

• Troubleshoot and resolve issues related to TMS equipment and coordinate directly with BrainsWay as needed

• Serve as the liaison between TMS providers and patients to ensure high-quality care and communication

Leadership and Communication

• Communicate clearly, professionally, and effectively with patients, providers, clinic staff, and leadership teams

• Hold teams accountable for TMS-related performance, protocol adherence, quality standards, and patient care expectations

• Demonstrate strong organizational, multitasking, and time management skills in a fast-paced, multi-site environment

• Maintain professionalism, discretion, and confidentiality when handling sensitive patient, employee, and operational information

• Quickly and effectively escalate concerns, operational issues, or clinical challenges to leadership when needed

• Foster a positive, collaborative, and solution-oriented culture across all clinic locations

• Support operational consistency and accountability through ongoing communication, feedback, coaching, and performance management

Training & Staff Development

• Travel to all clinic locations for new hire training, retraining, ongoing education, quality control, and TMS coverage as needed

• Ensure all TMS staff are properly trained, competent, confident, and following approved protocols and standards

• Develop, maintain, and update TMS training materials, protocol handbooks, and operational resources

• Identify organizational training needs through collaboration with leadership and clinic teams

• Provide ongoing coaching, feedback, retraining, and performance support to maintain treatment consistency and quality care standards

• Select and manage training resources, including coordination with internal teams and external vendors when needed

• Manage and delegate responsibilities to the Float TMS Technicians, as appropriate

Operational Oversight & Quality Control

• Oversee Clinic Managers, in conjunction with Regional Director(s) of Operations, on all TMS-related responsibilities to ensure operational consistency across all locations

• Conduct full office audits for all locations, including treatment accuracy, documentation, billing entries, QEEGs, and protocol compliance

• Monitor and maintain TMS quality control standards across all clinics

• Assist in development and implementation of new systems, workflows, and operational processes, including support for new clinic setup

• Quickly and effectively communicate operational or clinical concerns with leadership

• Identify opportunities for operational improvement and collaborate with leadership to implement process enhancements

• Perform additional responsibilities and special projects as assigned by Direct Supervisor, Provider, or Regional Director(s) of Operations

Patient Experience & Retention

• Exhibit professionalism, empathy, positivity, and strong communication skills with patients and staff

• Communicate with all new TMS patients following their first treatment to ensure a positive patient experience and address any concerns

• Field patient questions, concerns, and customer service-related issues in a timely and professional manner

• Support TMS census development and patient retention efforts through patient communication, interdepartmental coordination, and participation in marketing or outreach events

• Help create an environment where patients feel informed, supported, and confident throughout treatment

Qualifications:

• Bachelor’s Degree in Healthcare Administration, Psychology, or related field, or equivalent experience required

• 2 or more years’ related experience within the healthcare or mental health field, holding a management position with direct reports

• TMS experience required, BrainsWay preferred

• Proficient in all Microsoft Office applications and Google Suite

• Knowledge  all health care regulations and confidentiality protocols, including HIPAA

• Ability to learn and maintain Electronic Health Record system

Physical Demands:

• Ability to lift, push, and pull a minimum of 20 lbs - moving or assisting patients and other equipment may be required

• Ability to sit or stand for extended periods during shift