Front Desk

Cerebral Health (formerly Norcal Brain Center); San Jose (CA); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health and dental insurance

401(k) with company matching

10 days PTO

Team bonding events

Direct mentorship from experienced CDL

Job summary

Cerebral Health, a neurology-focused clinic in San Jose, CA, seeks an organized front desk administrator to manage patient intake, billing support, and front desk operations. You will handle calls, scheduling, payments, and liaison with attorneys, ensuring HIPAA compliance and smooth patient flow.

Ideal candidates have healthcare front desk experience, proficiency with EHR systems, strong communication, and the ability to multitask in a fast-paced setting.

Qualifications

• At least 1 year of front desk or administrative experience in a healthcare or medical office setting.
• Proficient with EHR or practice management systems and comfortable learning new platforms quickly.
• Communicate with warmth and professionalism — with patients of all backgrounds, and with attorneys and external partners.
• Detail-oriented and accurate — in documentation, in billing, and in how you follow through on commitments.

Responsibilities

• Manage all inbound and outbound calls — new patients, existing inquiries, reminders, and third-party requests
• Guide patients through the full care journey from consultation scheduling through discharge
• Manage the complete Personal Injury workflow — liens, attorney communication, PI payments, subpoenas, and case status follow-up
• Process payments accurately across standard fees, CareCredit, PI checks, and refunds; generate superbills and apply correct billing codes
• Handle front desk email communication, including PI correspondence and referral emails
• Monitor SOP adherence and workflow compliance across both departments
• Own and update Front Desk and HBOT/PEMF SOPs in Trainual, and keep both departments aligned on changes
• Resolve patient complaints at the front desk level, escalating to the Clinic Operations Lead when needed

Skills

Front desk experience

Healthcare office experience

HIPAA compliance

Customer service

Bilingual English/Spanish

Education

High school diploma or equivalent

Tools

EHR systems

Practice management systems

Job description

Cerebral Health exists for patients with complex neurological injuries — post-concussion athletes who aren't recovering on the expected timeline, accident survivors dealing with persistent vestibular dysfunction, people who've been told their imaging is normal but whose lives clearly aren't. We take those cases seriously. And we get results.

We're one of the few clinics in the region offering advanced neurological rehabilitation technology that most practices simply don't have. Our patients find us after exhausting other options. What we offer them is precision diagnostics, evidence-based neurological rehabilitation care, and a team that genuinely knows what they're doing.

Our team of 20 is collaborative, fast-paced, supportive, and united around a single mission — and that mission has real stakes. Our patients aren't coming to us for routine care. They're coming to us to get their lives back. That means results aren't optional here. They're the whole point. Every person on this team holds themselves to that standard: leading with a learner's heart, bringing compassion to every interaction, going above and beyond for the people in their care, and finding strength in working together. We don't just care about our patients. We are accountable to them.

That's the environment you'd be stepping into.

What we’re looking for.

You are the first person our patients interact with. And at a clinic like ours, that matters more than it does most places. This role is also operationally complex. It's not a phone-and-scheduling position. You'll manage personal injury workflows from intake through end of care, process payments across multiple methods, handle attorney correspondence, and keep the front office running at a standard that reflects the quality of care we deliver inside the clinic.

What you’ll be doing.

• Manage all inbound and outbound calls — new patients, existing inquiries, reminders, and third-party requests
• Guide patients through the full care journey from consultation scheduling through discharge
• Manage the complete Personal Injury workflow — liens, attorney communication, PI payments, subpoenas, and case status follow-up
• Process payments accurately across standard fees, CareCredit, PI checks, and refunds; generate superbills and apply correct billing codes
• Handle front desk email communication, including PI correspondence and referral emails
• Manage supplement inventory, orders, and patient education on products
• Coordinate with clinical staff on patient flow and room readiness
• Provide HBOT and PEMF coverage during patient downtimes as needed
• Escalate patient concerns and urgent clinical needs to the appropriate staff
• Serve as point lead for the Front Desk and service tech departments — the person the team turns to day to day
• Train and onboard new front desk and HBOT/PEMF staff to full proficiency
• Track Front Desk KPIs in Ninety and surface trends and follow-up items to the office manager
• Audit front desk operations — patient data, follow-up logs, and spreadsheets — to keep everything accurate and current
• Own and update Front Desk and HBOT/PEMF SOPs in Trainual, and keep both departments aligned on changes
• Monitor SOP adherence and workflow compliance across both departments
• Resolve patient complaints at the front desk level, escalating to the Clinic Operations Lead when needed

You'd Be a Great Fit If You

• Have at least 1 year of front desk or administrative experience in a healthcare or medical office setting
• Are proficient with EHR or practice management systems and comfortable learning new platforms quickly
• Communicate with warmth and professionalism — with patients of all backgrounds, and with attorneys and external partners
• Are detail-oriented and accurate — in documentation, in billing, and in how you follow through on commitments
• Can manage multiple moving pieces in a fast-paced environment without losing composure
• Take HIPAA compliance seriously and understand why it matters

Preferred: experience in a neurology or specialty clinic, bilingual in English and Spanish, familiarity with insurance authorization workflows, and experience managing high-volume scheduling.

What Our Full-Time Employees Get:

• Health and dental insurance
• 401(k) with company matching
• 10 days PTO
• Team bonding events
• A team of 14 that is collaborative, fast-paced, supportive, and united around a common mission
• A high-accountability culture where the standard we hold ourselves to is directly tied to the results our patients get
• Direct mentorship from experienced clinical and operational leadership

What our Part-Time Employees Get:

• 401(k) with company matching
• Flexible scheduling, perfect for those pursuing academic degrees.
• Team bonding events
• A team of 14 that is collaborative, fast-paced, supportive, and united around a common mission
• A high-accountability culture where the standard we hold ourselves to is directly tied to the results our patients get
• Direct mentorship from experienced clinical and operational leadership