Front Office Administrator

Cortica is looking for an Operations Administrator to join its growing team!  

As an Operations Administrator, you will be the face of Cortica as patients and families arrive at the clinic location. In our rapidly growing company, this role is responsible for the completion of daily operational tasks that support the entire clinic, using excellent communication, organization, and leadership skills.  As the on-site focal point for assistance in addressing concerns, compassion, attention to detail, and a desire to make a difference will ensure successful outcomes. 

We are a rapidly growing healthcare company pioneering the most effective treatment methods for children with neurodevelopmental differences. 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 is instrumental in helping us achieve our mission! 

Our culture and values guide how we work and treat one another. 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 are made based on an individual’s qualifications and ability to successfully perform the job responsibilities. 

What will you do? 

• Oversee the open/close procedures for the clinic 
• 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 
• 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 and email patient appointment follow-up (supplement lists, nutrition guides, information links, etc.) as required 
• Process payments, reconcile appropriate receipts with Finance, assist with collections, support accounts receivable, and field 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.) 
• Interfaces with site facilities vendors such as telephone, power, and internet in support of daily operations 
• Validate all existing clinic therapist schedules for accuracy 
• Prepare, process, and manage patient documentation in Cortica systems as required. 
• Oversee and perform a variety of clerical procedures that require independent judgment, ingenuity, and initiative 
• Work closely with the Operations Manager, Clinical Directors, and schedulers to identify and correct problems relating to same-day scheduling backfills, cancellations, scheduling conflicts, and EMR errors/fixes 
• Know the existing lines of communication and authority and handle communications properly 
• Assist with special projects and administrative tasks assigned by the Operations Manager or Area Director 

• Practice knowledge of HIPAA policies and guidelines while communicating client matters 
• Cross train with other roles to ensure coverage 

We’d love to hear from you if: 

• You have at least an associate’s degree or equivalent work experience.  
• You bring 1+ years of relevant experience in an office setting, ideally in a healthcare organization.  
• You have experience operating in a fast-paced environment. 
• You are highly reliable and well-organized. 
• You have excellent communication skills. 
• You are skilled at using software and systems including electronic medical record systems and Microsoft Office products.  
• In this role you are occasionally required to stand, walk, sit, climb, balance, kneel, crouch, or crawl; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   
• In this role you must occasionally lift and/or move up to 40 pounds.  
• You have knowledge of HIPAA regulations to safeguard patient information (preferred).  

Your Compensation & Benefits  

Cortica cares deeply about the well-being of each member of our team, and we have created a passionate, caring, and growth-minded culture that helps teammates thrive! As a Cortica teammate, we’ll support your well-being through medical, dental, and vision insurance, a 401(k) plan 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. We value you and the experience you bring to your role, and are proud to provide you with a compensation and benefits package designed to enhance all aspects of your life.  

The base pay range for this opening is $21.40 to $26.74 an hour. According to your skill level, relevant experience, education level, and location, you will receive compensation that fits appropriately within the range. 

EOE. This posting is not meant to be an exhaustive list of the role and its duties. Please review the job description in the following link: https://bit.ly/3ZPTz5E 

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