Administrative Assistant / Front Desk

Cortex TBI•Arlington, TX

About The Position

The Front Desk Administrator is the first point of contact for patients, visitors, and callers at Cortex TBI. The role supports an exceptional patient experience by managing front desk operations, coordinating appointments, responding to patient inquiries, and supporting the daily workflow of a neurology clinic. The position also assists with administrative and clinic-coordination tasks while upholding clinic policies, HIPAA compliance, and patient confidentiality standards. Cortex TBI specializes in diagnosing, evaluating, and treating traumatic brain injuries, concussions, and related neurological conditions. Its multidisciplinary team uses advanced diagnostic testing, evidence-based treatment approaches, and individualized care plans, working with neurologists, neuropsychologists, therapists, and other healthcare professionals to provide coordinated, patient-centered care. This is a direct employee position with Cortex TBI. Compensation is commensurate with experience, qualifications, and clinical responsibilities.

Requirements

High school diploma or equivalent.
Strong customer service and verbal and written communication skills.
Proficiency with scheduling systems, EHR platforms, and basic office software.
Ability to multitask and remain calm in a fast-paced healthcare environment.
Professional, friendly, and patient-focused demeanor.
Strong organizational and time-management skills.
Attention to detail and accuracy in data entry.
Team-oriented approach and proactive problem-solving.

Nice To Haves

Previous experience in a medical office, front desk, or administrative role.

Responsibilities

Greet patients and visitors in a professional, compassionate manner.
Manage patient check-in and check-out processes.
Answer and route incoming phone calls and emails promptly.
Address patient questions about appointments, paperwork, and general clinic information.
Schedule, confirm, reschedule, and cancel appointments for providers and diagnostic services.
Maintain accurate patient demographic and insurance information in the EHR.
Coordinate referrals, authorizations, and follow-up appointments as needed.
Collect co-pays and process payments according to clinic policy.
Communicate schedule changes with providers, clinical staff, and patients.
Maintain an organized, welcoming reception area.
Assist with administrative tasks, including scanning, filing, and data entry.
Support clinic policies, HIPAA compliance, and patient confidentiality standards.