Administrative Operations Specialist

Hybrid — Weekly In-Office Required

10– 20 Hours/Week  |   Start Immediate

WHY THE POSITION

We are a growing practice building a team of specialized therapists to meet the increasing demand across our Oklahoma and Kansas client base. We also offer workplace mental health workshops, executive coaching, and community education. This operational hire is foundational to supporting that growth and ensuring every client receives the seamless, compassionate experience they deserve.​

POSITION OVERVIEW

We are looking for an experienced Administrative Operations Specialist who knows what it takes to keep a clinical practice running smoothly. We need someone with real, hands-on experience running a medical or mental health office — someone who can walk in, assess what needs to be done, and get to work.

This role manages client communication, insurance billing, scheduling, electronic health records, and systems development. It requires reliable weekly in-person presence at our Ardmore office.

Growth Path: Administrative Operations Specialist → Operations Coordinator → Operations Manager → potentially Chief Operating Officer as the practice scales.

WHAT YOU’LL DO

Client Communication

• Monitor and respond to practice email, phone calls, voicemails, and text messages
  

• Notify the CEO promptly of any voicemails or messages requiring her direct attention
  

• Respond to client inquiries within 4 hours (phone/text) and 24 hours (email)
  

• Coordinate monthly client engagement communications via email and text
  

Insurance Billing & Revenue Cycle

• Submit weekly insurance claims to all major payers (BCBS, UHC, Medicaid, commercial plans)
  

• Verify insurance eligibility for new clients before first appointment
  

• Track and follow up on pending and denied claims; manage appeals process
  

• Maintain zero tolerance for timely filing denials
  

Client Scheduling & Intake

• Schedule client appointments in SimplePractice EHR
  

• Review new client intake paperwork for completeness before first appointment
  

• Contact new clients before their first session to confirm and prepare them
  

• Coordinate 3–5 new client intakes monthly
  

Electronic Health Records (EHR)

• Maintain accurate and compliant client records in SimplePractice
  

• Conduct bi-weekly documentation audits (treatment plans, intakes, consents)
  

• Ensure HIPAA-compliant data handling always
  

Financial Operations

• Reconcile bank and credit card accounts monthly
  

• Track weekly revenue and expenses
  

• Generate monthly financial reports for CEO review
  

Systems & SOPs

• Create and maintain Standard Operating Procedures (SOPs) on an ongoing basis
  

• Document workflows and build repeatable, scalable processes
  

Social Media & Marketing Support

• Manage LinkedIn and assigned social media platforms per practice schedule
  

• Support email marketing campaigns (MailChimp or designated platform)
  

Meetings & Reporting

• Attend weekly in-person meeting at Ardmore office (approximately 60 minutes)
  

• Submit a weekly summary to CEO each Friday
  

• Maintain proactive communication about progress, obstacles, and priorities
  

Requirements

WHAT WE REQUIRE

Experience (Must Have)

• 3–5 years of experience running a medical office, mental health practice, or healthcare operations — not just administrative support
  

• Direct, hands-on experience submitting insurance claims (not limited to copay collection)
  

• Experience with Electronic Health Records (EHR) systems — SimplePractice strongly preferred
  

• High school diploma required; Medical Assistant certification, healthcare admin training, or relevant degree preferred
  

Skills

• Insurance billing knowledge: major payers, eligibility verification, claims follow-up
  

• Strong written and verbal communication — professional, warm, and concise
  

• Ability to manage multiple priorities and deadlines without micromanagement
  

• Comfortable learning new software platforms quickly
  

• Builds repeatable systems and documents processes clearly
  

Personal Attributes

• Self-directed and accountable — you own your work
  

• Compassionate and professional with clients navigating mental health challenges
  

• Maintains strict confidentiality and HIPAA compliance
  

• Comfortable working in a faith-based Christian practice (not required to be Christian)
  

• Reliable transportation to Ardmore office
  

• Growth-oriented mindset with interest in healthcare operations management
  

PREFERRED (NICE TO HAVE)

• Experience in a mental health or behavioral health office setting
  

• QuickBooks or comparable accounting software experience
  

• Oklahoma SoonerCare (Medicaid) billing experience
  

• Experience writing Standard Operating Procedures or training documentation
  

• Bilingual — Spanish/English
  

Benefits

WHY THIS ROLE

• You are THE operations person — your work directly enables more people to access quality mental healthcare
  

• Clear career path from Operations Specialist to Operations Manager and potentially COO
  

• Work where faith, purpose, and professional excellence come together
  

• Build operational infrastructure from the ground up — real ownership, real impact
  

• Transferable skills applicable across healthcare and beyond
  

HOW TO APPLY