Administrative Assistant, Bilingual (Spanish/English)

Job summary

Welcome and assist clients and visitors, coordinate counseling appointments and intake, verify insurance, collect payments, and maintain accurate electronic health records. Support front-office operations and care coordination while protecting confidential information and complying with HIPAA and organizational policies.

Job details

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

What you’ll do

Welcome and assist clients and visitors, coordinate counseling appointments and intake, verify insurance, collect payments, and maintain accurate electronic health records. Support front-office operations and care coordination while protecting confidential information and complying with HIPAA and organizational policies.

Requirements

An associate degree or equivalent job experience and at least one year of experience are required; healthcare or behavioral health experience is preferred. Bilingual English-Spanish ability is required, along with strong communication, organization, customer service, and crisis-response skills; familiarity with EHR systems, Microsoft Office, healthcare payer portals, and HIPAA is preferred.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• Team Collaboration · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Bilingual English-Spanish Communication
• Customer Service
• Client Scheduling
• Client Intake
• Insurance Verification
• Electronic Health Records
• HIPAA Compliance
• Confidentiality
• Administrative Support
• Crisis Response
• Care Coordination
• Financial Recordkeeping
• Microsoft Office
• Prioritization
• Team Collaboration

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Social Services

More jobs from Catholic Charities of Eastern Oklahoma