Administrative Assistant, Bilingual (Spanish/English)

Job Type: Ministerial

Status: Hourly, Non-Exempt, Benefited, Full-Time

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

• Bilingual English/Spanish required

• 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