Back-Office Processes

Insurance benefits and eligibility checks, prior authorization submissions, appropriate documentation, patient assessments, and daily payment collections is the most critical aspect to your TMS clinic daily operations. Our TMS expert team will ensure your staff is trained on every detail of the TMS intake process.

Starting with the initial referral, regardless if the patient is self-referred or comes to you at the recommendation of their primary doctor or psychiatrist - the intake process can be tedious, lengthy, and at times, complicated. The key is to make it seamless and timely for the patient to prevent them from going elsewhere or changing their mind - especially since you are providing a service that you know can help them. Here's a checklist of items to consider during the intake process:

 - Obtaining as much information as possible on the patient registration (this information should mimic what is required for  

- Conducting a successful TMS consultation with the patient and ensuring you're able to answer all their questions accurately 

   and appropriately

- Obtaining an accurate benefits and eligibility check, and calculating your patients daily out-of-pocket amount will often 

  determine whether or not your patient can afford the treatment

- Requesting for and obtaining medical records in a timely manner to ensure all appropriate documentation is in place prior to 

  submitting a prior authorization to the provider network

- Submit the prior authorization correctly the first time paying special attention to the medication trials, including optimal doses

   for the appropriate length of time, the reason for discontinuation, etc.

- Keeping your patient well-informed throughout the process

1). What forms of payment will you accept?

2). Which insurances do you plan to accept? Will you accept Medicare and Medicaid (if applicable)?

3). How will you market your business to keep your chair busy?

4). What average daily census will you need to maintain in order to cover operations expenses?

5). How many employees will you need to perform all the duties and responsibilities required to run a thriving, yet efficient TMS

     clinic?

           - You will need to have someone answer the phone, conduct TMS consultations, perform TMS treatments, submit prior 

             authorizations, and set time aside for mapping procedures

6). What will your operating hours be? Will you turn patients down who are only available for a treatment time before or after 

      working hours? 

7) When you will schedule mapping procedures when you chair is full?

8) Will you operate your TMS business under the same Tax ID/EIN?

9) How will you maintain your cash pay private practice and still be able to accept insurance for your TMS patients?