Office Manager – Counseling

Catholic Charities of Eastern Oklahoma; Tulsa (OK); On-site; USD 45,000 - 65,000; Full time

Job summary

Catholic Charities of Eastern Oklahoma in Tulsa seeks a full-time Office Manager to lead the Counseling reception and front desk operations, supervise admin staff and volunteers, and ensure a hospitable, secure intake for clients.

The role emphasizes HIPAA compliance, data integrity, billing oversight with external partners, and regional coordination across sites, while upholding the ministry's values and compassionate financial stewardship.

Qualifications

• Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or related field is required.
• 3–5 years of experience in a healthcare setting with supervisory/office management experience.
• Strong knowledge of mental/behavioral health billing, insurance provider credentialing, and HIPAA; high proficiency in EHR and MS Office.
• Fluency in English is required; proficiency in Spanish is highly preferred.

Responsibilities

• Oversee Counseling reception and front desk operations; supervise admin staff and volunteers.
• Coordinate with Household Stability to maintain a collaborative front lobby environment.
• Train and onboard Counseling admin staff on reception, central intake, phone etiquette, and customer service processes.
• Manage scheduling, front desk coverage, and master calendars for uninterrupted office presence.
• Oversee clerical operations including electronic file management, data entry, and general office organization.

Skills

Interpersonal skills

English language proficiency

Spanish language (preferred)

Education

Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or related field

Tools

Electronic Health Record (EHR) systems

Microsoft Office Suite

Job description

This full-time, benefited, pivotal role combines advanced administrative leadership with rigorous compliance and revenue cycle management. This position oversees the daily operations of the Counseling reception and front desk area, ensuring a seamless, hospitable, and secure central intake point for clients. This role manages the Counseling program’s admin personnel, workflows, and administrative volunteers.

The Office Manager serves as the primary safeguard for data integrity, insurance credentialing for a multi-tiered team of staff and contract clinicians, billing oversight, and strict HIPAA adherence. Additionally, this role supports regional multi-site operations as the program expands its geographic footprint.

To be Christ’s merciful love to those who suffer, the Office Manager provides operational leadership and compassionate financial stewardship by ensuring that every client is treated with dignity, respect, and hospitality. Through ethical billing practices, transparent communication, and responsible management of program resources, this role helps remove financial barriers to high-quality mental health care while supporting the healing ministry of the Counseling program.

Ministerial Requirements

• As a ministerial representative of the organization, professional and personal conduct must align with the ethical and moral standards of the Catholic Church
• Pray daily for the needs of those served through personal prayer, daily Mass, and/or adoration
• Be willing to learn and apply Catholic teaching in your role
• Foster a shared culture of ministry across all front desk and administrative operations

Front Desk Leadership & Daily Operations

• Supervise, motivate, and lead Counseling department administrative staff, including the Counseling receptionist and program volunteers
• Coordinate with the Household Stability department to maintain a cooperative, collaborative, and cross-supportive shared front lobby environment
• Train and onboard Counseling admin staff on proper reception, central intake, phone etiquette, and customer service processes
• Manage scheduling, front desk coverage, and master calendars to ensure consistent, uninterrupted office presence
• Oversee daily clerical operations including electronic file management, data entry, photocopying, and general office organization
• Ensure a secure office environment by enforcing safety protocols and monitoring building access
• Coordinate ordering and inventory management for office supplies for the Counseling office

Multi‑Site Operations & Regional Coordination

• Assist in opening and establishing front desk and administrative operations at new or expanding satellite locations
• Standardize central intake, scheduling, and reception workflows across multiple sites to ensure a consistent client experience
• Actively coordinate counseling support services between the main campus and alternative locations, managing resource allocation and staffing needs
• Travel to various off‑campus regional sites as needed to monitor operations, conduct audits, and support staff

Compliance, Financial & Billing Oversight

• Serve as the primary compliance manager, ensuring strict adherence to HIPAA guidelines and organizational policies to protect client confidentiality and data integrity
• Direct daily billing workflows and act as the primary internal liaison with the external billing partner to ensure timely and accurate claim resolution
• Manage the credentialing and re‑credentialing processes for staff counselors and eligible contract providers with various insurance panels to optimize revenue cycle management
• Proactively investigate and resolve unpaid insurance claims, coding errors, or billing discrepancies
• Oversee the financial integrity of front desk processes, including client copays, service payments, and data input accuracy
• Develop, track, and maintain key performance indicators (KPIs) and operational metrics, presenting comprehensive monthly data reports on front desk and clinic activity to senior leadership

Qualifications & Education

• Education: Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or a closely related field is required
• Experience: Minimum of 3–5 years of experience in a healthcare setting, with demonstrated experience in a supervisory, lead, or office management role
• Technical Skills: Strong working knowledge of mental/behavioral health billing, insurance provider credentialing, and HIPAA regulations; High proficiency in Electronic Health Record (EHR) systems and Microsoft Office Suite
• Interpersonal Skills: Exceptional communication, problem‑solving, and conflict‑resolution skills; Must be highly organized, detail‑oriented, and capable of operating effectively under own initiative
• Language: Fluency in English is required; proficiency in Spanish is highly preferred

For more information:

call [phone]

Minimum requirements

• 18 years or older
• High school diploma or equivalent