Operations Administrator

Cortica; Laguna Niguel (CA); On-site; USD 28,929 - 35,817; Full time

Benefits offered by this job

Health insurance

401(k) matching

Paid holidays

Life insurance

Disability insurance

Tuition reimbursement

Referral bonuses

Job summary

Cortica is seeking an Operations Administrator to join our clinic team in Laguna Niguel, CA. You’ll be the on-site face for patients and families, ensuring smooth open/close procedures, coordinating mail, and maintaining EMR accuracy.

You’ll also supervise check-in/check-out, process payments, and support billing while upholding HIPAA guidelines. Join a rapidly growing healthcare company dedicated to life-changing care for children with neurodevelopmental differences.

Qualifications

• Associate degree or equivalent required.
• 1+ year experience in an office setting, ideally healthcare.
• Fast-paced environment experience desired.
• Highly reliable and well-organized with strong communication.
• Experience using EMR systems and Microsoft Office.

Responsibilities

• Oversee clinic open/close procedures.
• Organize and maintain clinic premises.
• Sort mail, voicemails, and faxes; forward information to correct department.
• Upload documents and maintain EMR accuracy.
• Supervise patient check-in/check-out for smooth visits.
• Process payments and assist with collections and AR; answer patient questions.
• Interface with vendors for facilities (phone, power, internet).
• Prepare and manage patient documentation in Cortica systems.

Skills

Communication skills

Reliability

Organization

Adaptability

Education

Associate's degree or equivalent

Tools

EMR systems

Microsoft Office

Job description

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!

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)

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.