Department: TMS
Reports To: TMS Supervisor
Classification: Full-time | Non-Exempt
Shift: 10 hrs per day, four days a week
Location: On-Site | Travel within the Colorado Springs Area (location may change in the future to meet the needs of the company)
Position Summary:
The TMS Quality Assurance (QA) Specialist supports the overall quality, consistency, and compliance of the Transcranial Magnetic Stimulation (TMS) program. This role ensures accuracy in pre-authorization processes, documentation, and insurance coordination while maintaining up-to-date clinical and operational standards. The QA Specialist also provides cross-coverage as a TMS Technician when needed and assists in onboarding and training new team members.
Key Responsibilities
Quality Assurance & Documentation Review
- Review TMS prior authorizations (PAs) completed by other staff for accuracy, completeness, and compliance with payer requirements.
- Ensure timely submission and follow-up for Letters of Medical Necessity (LOMN), appeals, and transfer-of-care letters.
- Review coordination of care for new patients whose insurance is not listed on the established criteria form and communicate the required next steps.
- Maintain accurate and up-to-date records of authorizations, expirations, and coverage determinations.
Insurance Coordination
- Conduct insurance calls as needed to confirm benefits, obtain prior authorization details, or clarify coverage criteria.
- Monitor and maintain current insurance requirements, clinical criteria, and policy changes affecting TMS services.
- Create and update text expanders or templates to streamline documentation accuracy and efficiency.
- Educate providers and TMS Technicians on insurance updates or documentation standards as needed.
Tracking & Compliance
- Conduct weekly or monthly TMS tracker reviews to ensure timely renewals and prevent lapses in authorization or treatment continuity.
- Audit patient charts and treatment documentation for compliance with clinic, payer, and regulatory standards.
Training & Support
- Create training for new TMS Technicians and Providers on BrainsWay (BW) and MagVenture (MagV) systems, ensuring all staff complete required sign-offs.
- Support ongoing competency and refresher training related to TMS protocols and insurance documentation.
- Float as a TMS Technician when coverage is needed to support clinic operations.
Operations & Equipment
- Oversee monthly TMS cap inventory and order replacements as needed.
- Coordinate and participate in TMS education calls to support patient understanding and engagement in treatment.
Skills Requirement:
- Strong attention to detail and accuracy in documentation review.
- Knowledge of medical terminology, insurance processes, and prior authorization workflows.
- Excellent communication and collaboration skills across clinical and administrative teams.
- Ability to work independently while managing multiple priorities.
- Proficiency in EHR systems and Microsoft or Google Suite (Word, Excel, Outlook).
Qualifications
Required:
- High school diploma or equivalent
- At least one year of experience working in mental health
- Successful completion of TMS Certification
- Proficient with BrainsWay and MagVenture protocols
Preferred:
- Bachelor’s degree in a related field (e.g., Nursing, Psychology, or Healthcare Administration) or equivalent experience
- Medical insurance authorizations
- Knowledge of medical terminology, medical insurance, and medical billing/coding (e.g. ICD-10/CPT codes)
- Experience with Google Workspace
- At least 1 year of supervisory experience
- Military Veteran status, military spouse, or previous work in military/government helping agencies or underserved populations
Physical Requirements:
- Full range of body motions, including manual and finger dexterity and hand-eye coordination
- Some sitting, bending, stooping, and stretching
- Standing and walking
- Occasional lifting of up to 20 pounds
- Must have adequate hearing and speaking ability to communicate with co-workers and others in person, by phone, and via online correspondence
- While performing the duties of this job, the noise level in the work environment can be loud and requires the use of protective ear equipment
Employee Benefits (Full-Time Employees)
We value our team and are proud to offer a comprehensive benefits package that supports your well-being—both at work and beyond:
- 401(k) with Employer Matching – Invest in your future with our retirement plan and generous match.
- Health Insurance – Quality medical coverage to support your physical wellness.
- Dental & Vision Insurance – Coverage that keeps your smile and sight healthy.
- Paid Time Off (PTO) – Take time to rest, recharge, and take care of what matters most.
- Paid Sick Leave – Because your health comes first.
- Paid Holidays – Enjoy time off for major holidays.
- Colorado FAMLI Leave Program – Paid family and medical leave benefits, as outlined by the state of Colorado.
Colorado Psychiatry Solutions is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business needs. Applicants can redact age-related information from additional application materials, including, but not limited to, resumes, CVs, transcripts, and certifications. (DEPARTMENT OF LABOR AND EMPLOYMENT Division of Labor Standards and Statistics POSTING, SCREENING, AND TRANSPARENCY RULES (“POST Rules”) 7 CCR 1103-18)