Administrative Assistant, Bilingual (Spanish/English)

Cceok; Tulsa (OK); Vor Ort; USD 26.000 - 32.000; Vollzeit

Zusammenfassung

Catholic Charities of Eastern Oklahoma seeks a Receptionist to be the first point of contact for behavioral health services through Saint Dymphna Counseling. You will greet clients of Household Stability and Workforce Development, coordinate scheduling, verify insurance, collect payments, and maintain confidential electronic health records with professionalism and hospitality.

You will support front office operations, assist with administrative tasks, and uphold HIPAA compliance while delivering

Qualifikationen

• Associate degree or equivalent job experience required.
• Minimum of 1 year experience; healthcare or behavioral health experience preferred.
• Working knowledge of EHR systems, Microsoft Office, multi-payer healthcare networks and portals, and HIPAA preferred.
• Strong verbal and written communication skills.
• Ability to prioritize multiple tasks and manage interruptions.
• Ability to remain calm and courteous during difficult or crisis situations.
• Ability to work independently and as part of a team.
• Positive attitude and service mind-set.

Aufgaben

• Coordinate client scheduling, intake appointments, referrals, and therapist calendars.
• Verify insurance eligibility, benefits, authorizations, and financial responsibility.
• Collect client payments and maintain financial records in the EHR.
• Maintain accurate client records and HIPAA-compliant documentation.
• Support daily front office operations and assist with administrative projects.
• Direct Household Stability calls and clients to appropriate team member.
• Ensure lobby and reception area are tidy and presentable.

Kenntnisse

Verbal & written communication

Multi-tasking

Calm under pressure

Teamwork

Service mindset

HIPAA compliance

Ausbildung

Associate degree or equivalent

Tools

Microsoft Office

EHR systems

Jobbeschreibung

• September 30, 2026

Job Type: Ministerial

Reports to: Counseling Program Manager

Position Description

The Receptionist serves as the first point of contact for individuals seeking behavioral health services through Catholic Charities of Eastern Oklahoma's Saint Dymphna Counseling program. The receptionist also greets and directs clients of Household Stability and Workforce Development. This position creates a welcoming, compassionate, and professional environment by providing exceptional customer service rooted in the Catholic value of hospitality.

The Receptionist coordinates client scheduling, facilitates the intake process, verifies insurance eligibility and benefits, collects required documentation and client payments, maintains accurate electronic health records, and supports the daily administrative operations of the Counseling program while safeguarding client confidentiality by following HIPAA regulations and organizational policies.

Purpose

To listen with the heart and guide those who suffer emotional and spiritual distress to improved health and restored dignity.

Ministerial

• As a ministerial representative of CCEOK, both professional and personal conduct must align with the ethical and moral standards of the Catholic Church
• Pray daily for the needs of the poor through personal prayer, daily Mass, and/or adoration
• Be willing to learn and apply Catholic teaching in your role
• Help foster a shared culture of ministry across program operations and management

Client Reception & Hospitality

Welcome clients, families, visitors, volunteers, and community partners with hospitality, warmth, and professionalism, in a compassionate and trauma-informed environment

Respond professionally to individuals experiencing emotional distress or behavioral health crises while following established safety protocols and engaging appropriate clinical staff

Assist clients in navigating counseling services while maintaining confidentiality and professionalism in all interactions

Prepare and maintain the coffee and beverage station, ensuring supplies are adequately stocked, and the area is clean and orderly

Ensure the lobby, reception area, and public restrooms are tidy, stocked, and presentable

Client Intake, Scheduling & Care Coordination

Coordinate client scheduling, intake appointments, referrals, and therapist calendars to support timely access to behavioral health services

Manage appointment confirmations, cancellations, waitlists, and communication between clients, clinicians, and referral partners

Insurance Verification & Revenue Cycle Support

Verify insurance eligibility, benefits, authorizations, and financial responsibility prior to services whenever possible

Collect client payments, accurately maintain financial records within the Electronic Health Record (EHR), and support efficient revenue cycle operations

Administrative Operations

Maintain accurate client records, Electronic Health Records (EHR), and administrative documentation in accordance with organizational standards

Support daily front office operations, maintain reception resources, and assist with administrative projects, reports, and operational metrics

Direct Household Stability calls and clients to appropriate team member

Compliance & Quality Assurance

Safeguard Protected Health Information (PHI) by adhering to HIPAA, organizational policies, and regulatory requirements

Identify and promptly report compliance concerns while supporting quality improvement initiatives and administrative best practices

Team Collaboration & Professional Development

Collaborate with clinicians, administrative staff, and leadership to promote operational excellence, coordinated client care, and continuous quality improvement

Participate in staff meetings, trainings, and ongoing professional development while implementing organizational policies and workflow improvements

Complete required training: HIPAA, Virtus, and others as assigned

Support and collaborate with volunteer receptionists

Create a seamless reception experience across three programs sharing one area

Qualifications & Education

Associate degree or equivalent job experience required

Minimum of 1 year experience required; healthcare or behavioral health experience preferred

Working knowledge of EHR systems, Microsoft Office, multi-payer healthcare networks and portals, and HIPAA preferred

Strong verbal and written communication skills

Ability to prioritize multiple tasks and manage interruptions

Ability to remain calm and courteous during difficult or crisis situations

Ability to work independently and as part of a team

Positive attitude and service mind-set

Performance Expectations

Provide exceptional customer service that values hospitality and dignity of the human person

Maintain scheduling, registration, and insurance verification accuracy

Collect client financial responsibility accurately

Maintain HIPAA compliance and confidentiality

Support timely access to behavioral health services

For more information:
call [phone]

Minimum requirements:
18 years or older
High school diploma or equivalent