Front Office Administrator

Cortica is looking for a Front Office Administrator to join our growing multi-disciplinary team in Glendale! 

We are a rapidly growing healthcare company pioneering a unique, multispecialty approach to the treatment of pediatric neurodevelopmental differences. We serve a variety of patient populations including individuals with autism spectrum disorder, developmental delays, sensory processing disorder, articulation challenges, ADHD, anxiety, cerebral palsy, down syndrome, learning disorders, and more. Our care model, driven by insights and technologies from emerging neuroscience, brings together clinicians from a range of disciplines to design and deliver comprehensive care to children. Because the heart of Cortica's mission is direct patient care, the skill and compassion of our staff are crucial to achieving extraordinary experiences and outcomes for the families we serve.  

We believe a great culture attracts great people. We also believe that great culture and great people working together can change the world. Our hopes and dreams are bold and ambitious. Our mission is to design and deliver life-changing care – one child, one family, one community at a time. Ultimately, we envision a world that cultivates the full potential of every child. At Cortica, every team member in every role is instrumental in bringing our mission and vision to life.  

Cortica is an equal opportunity employer. Cortica celebrates diversity and fosters an inclusive environment, seeking ideas and opinions from everyone on the team. We safeguard equal rights and respect for all individuals, regardless of race, color, religion, sex, national origin, age, disability, creed, genetic information, sexual orientation, gender identity or expression, ancestry, veteran status or other applicable, legally protected characteristics. All Cortica employment decisions including but not limited to hiring are made based on an individual’s qualifications and ability to successfully execute the job responsibilities.  

What will you do?

Cortica is looking for an outstanding Front Office Administrator with solid communication, organization, and leadership skills, to help support our rapidly growing company. This role will be the face of Cortica as patients and families arrive at the location in Glendale, CA. We are looking for someone who is highly compassionate, detail-oriented and comfortable working under pressure. The ideal candidate is mission-driven, passionate about patient care, keen on making a difference!

Job responsibilities include:

• Oversee the open/close procedures for the building
• Lead efforts to organize and maintain the premises as needed
• Sort incoming mail, voicemails and faxes immediately and forward the right information to the correct department
• Create new patients in our system, upload documents and maintain accuracy in EMR with physical records
• Supervise patient check-in/check-out procedures to ensure clients have an outstanding experience
• Complete forms for patients, email patient appointment follow-up (supplement lists, nutrition guides, information links, etc.)
• Process payments, reconcile appropriate receipts to Finance Dept., assist with collections, accounts receivable and patient questions regarding outstanding balances
• Inspect furniture, utility equipment, and devices for proper functioning and possible repair or replacement (includes telephone sets, A/C, lights, signage, etc.)
• Manage company’s regional portfolio of facilities vendors such as telephone, power and internet
• Schedules sessions/procedures for TMS, CES (tVNS), and Neurofeedback and provides patients’ families with necessary preparation instructions. 
• Works collaboratively with the Family Consultants to achieve optimal scheduling plans for patients across all clinic therapy disciplines.
• Validates all existing clinic therapist schedules for accuracy and adherence to comprehensive recommendations by physicians and the family consultants.
• Prepares, processes, and manages patient documentation to department database as relevant to scheduling.
• Responsible for overseeing and performing a wide variety of clerical procedures that require independent judgment, ingenuity and initiative in the utilization of computers and other equipment.
• Develops and delivers scheduling templates for all clinicians, working closely with Dept. Heads to achieve optimal treatment scenarios.
• Works closely with the Family Consultants, Clinic Director, and Department Heads to identify and correct problems relating to scheduling fills, cancellations, scheduling conflicts, and EMR errors/fixes.
• Knows the existing lines of communication and authority, handles communications properly and is dependable and 
• Assists Clinical office staff with scheduling issues in a timely manner.
• Provides statistical utility reports and participates in quality improvement projects by analyzing, compiling and reporting data.

What experience do you need?

• Bachelor’s degree or associate degree
• 1-2 years of practical experience or equivalent experience in a healthcare office setting
• Excellent communication skills, both oral and written
• Proficient with Microsoft Office Suite including Word, Excel, and Outlook
• Must be a highly reliable and well-organized
• Experience operating in a fast-paced environment a plus

Your Compensation & Benefits

Cortica cares deeply about the well-being of each team member! The culture and experience we create for our employees are of the utmost importance to us. We offer a wide range of benefits. Among the benefits offered by the company are medical, dental, and vision insurance, 401Ks with company matching and rapid vesting, paid holidays and wellness days, life insurance, disability insurance options, tuition reimbursements for professional development and continuing education, and referral bonuses.

The base pay range for this opening is $23 to $25 an hour. According to your skill level, relevant experience, education level, and location, you will receive compensation that fits appropriately within the range.