Front Office/Medical Assistant Neurosurgery Clinic

About Us

California Neurosurgical Specialists is a growing, patient-centered neurosurgical practice based in Westlake Village, CA, with expansion underway into Santa Barbara. Our Westlake location serves as the primary hub as we continue to build and scale our presence.

We specialize in spine and cranial conditions and are building a team that values accountability, adaptability, efficiency, and excellence in patient care. As a growing practice, we are seeking team members who are excited to contribute, improve systems, and grow with us long-term.

Position Overview

We are seeking a highly organized, proactive, and patient-focused Front Office Manager/Medical Assistant to serve as the first point of contact for patients and the central coordinator for scheduling and surgical workflow.

This role requires someone who is not only operationally strong, but also brings a service-oriented and solutions-driven mindset, with the ability to confidently guide patients through scheduling and surgical planning.

Key Responsibilities

• Maintain a professional working attitude and environment
• Answer and triage incoming calls (urgent vs routine)
• Schedule new, follow-up, and post-operative appointments
• Process incoming referrals and ensure all required records and imaging are obtained prior to visits
• Process outgoing referrals and imaging as required based up patient visit
• Verify insurance eligibility and initiate prior authorizations
• Coordinate with virtual assistant (VA) for authorization processing and track status
• Communicate patient financial responsibility and collect co-pays/pre-surgical payments
• Be comfortable with conversations about insurances and payment processing with patients

Qualifications

• Experience in a medical office (surgical specialty preferred)
• Strong understanding of insurance verification and prior authorizations
• Experience with EMR systems
• Excellent communication and organizational skills
• Being adaptable and quick learning
• Apple Products

Preferred Experience

• Neurosurgery, orthopedic, or spine practice
• Surgery scheduling and insurance authorization workflows
• Experience in a startup or growing practice environment
• Apple Products

Schedule

• Monday – Friday
• 8:00 AM – 5:00 PM
• Lunch break: 12:00 PM – 1:00 PM

Key Traits for Success

• Detail-oriented and highly organized
• Strong ownership and accountability
• Growth-minded, proactive, and quick to learn
• Comfortable working in a fast-paced, evolving environment
• Able to confidently guide patients through scheduling decisions with a service-oriented, “sales-minded” approach

Benefits & Employment Details

• Health insurance offered (available after 30 days of employment)
• Paid Time Off: 2 weeks annually (available after 90 days of employment)
• Full-time, stable schedule in a growing specialty practice

Additional Expectations

• Seeking candidates interested in long-term employment and growth within the practice
• Ability to adapt to change and actively participate in improving workflow processes
• A minimum of two weeks’ notice is required prior to resignation
• On-time and reliable team member with a willingness to collaborate

Pay: $25.00 - $30.00 per hour

Benefits:

• Health insurance
• On-the-job training
• Paid time off

Application Question(s):

• Our practice is growing and workflows will evolve. Can you describe a time you had to adapt quickly to a new process or system?
• This role requires guiding patients through scheduling and financial discussions. How comfortable are you discussing costs and helping patients commit to surgery?

Work Location: In person