ABA Practice Operations & Medical Billing Virtual Assistant
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Description
Job Title: ABA Practice Operations & Medical Billing Virtual Assistant
Position Type: Part-Time | 20 hours per week
Location: Remote – Philippines
Pay Rate: $6–$7 USD/hour
Work Schedule: Monday–Friday, 10:00 AM–2:00 PM Pacific Time (PT) | 4 consecutive working hours daily
About the Client and Role
Our client is a U.S.-based healthcare practice specializing in Applied Behavior Analysis (ABA) therapy.
We are looking for an experienced, reliable, and proactive ABA Practice Operations & Medical Billing Virtual Assistant to support daily administrative operations, medical billing, insurance coordination, client intake, and practice management.
The ideal candidate has a strong background in ABA administration and billing, familiarity with Tricare West, and the ability to independently manage multiple responsibilities, troubleshoot systems, and keep daily operations organized.
Key Responsibilities
1. Practice Administration & Client Coordination
- Manage daily emails, incoming calls, text messages, scheduling, and administrative follow-ups.
- Coordinate client intake, onboarding paperwork, referrals, and related communications.
- Maintain organized client records, documents, and administrative trackers.
- Assist with appointment reminders, missed calls, and general inquiries using Google Voice.
- Communicate professionally with families, insurance representatives, and other stakeholders.
2. Medical Billing & Insurance Coordination
- Submit ABA therapy claims daily using Office Ally.
- Track unpaid claims, rejected claims, denials, appeals, and accounts receivable (A/R).
- Assist with payment posting, reconciliation, copays, secondary insurance, and weekly billing reports.
- Verify insurance eligibility and benefits, and manage authorization requests and renewals.
- Handle Tricare West insurance workflows and communicate directly with insurance companies.
- Use Availity for insurance verification, authorizations, and payer-related submissions.
3. Systems Management & Technical Support
- Assist with organizing, maintaining, and troubleshooting healthcare and administrative systems.
- Support Motivity for scheduling, client records, clinical documentation, data collection, and practice management.
- Help troubleshoot Availity, Office Ally, and other software issues.
- Organize Microsoft 365, Outlook, calendars, shared folders, and administrative documents.
- Support DocuSign, PandaDoc, and electronic intake workflows.
- Coordinate with software vendors and technical support teams when needed.
- Develop and maintain trackers, SOPs, checklists, and organized workflows.
4. Hiring, Onboarding & Marketing Support
- Post job openings, review applications, and assist with initial candidate screening.
- Schedule interviews and follow up with applicants.
- Track hiring documents, background checks, credentialing requirements, and employee onboarding.
- Maintain organized recruitment and employee records.
- Assist with advertising leads, inquiries, and basic marketing administration as needed.
Requirements
- Experience in ABA therapy administration and/or medical billing, with a solid understanding of ABA workflows.
- Knowledge of ABA billing processes, including CPT codes, claims submission, authorizations, denials, and insurance follow-ups.
- Tricare West billing and authorization experience, including experience from other medical specialties combined with ABA billing knowledge.
- Experience with medical billing systems, insurance portals, and eligibility verification.
- Strong healthcare administrative experience, including scheduling, client communication, documentation, and follow-ups.
- Strong written and verbal English communication skills.
- Comfortable using email, phone, text, WhatsApp, and video calls for communication and training.
- Tech-savvy, resourceful, and able to learn new software and troubleshoot issues independently.
- Excellent organizational skills, attention to detail, reliability, and accountability.
- Ability to multitask, prioritize responsibilities, and work independently with minimal supervision.
Preferred Qualifications
- Direct experience supporting an ABA therapy practice in both administrative and billing functions.
- Experience with Office Ally, Motivity, and Availity.
- Familiarity with Blue Shield, Health Net, and Cigna/Evernorth insurance workflows.
- Experience with Microsoft 365, Outlook, Google Voice, DocuSign, or PandaDoc.
- Experience coordinating client intake, referrals, and onboarding.
- Background in recruitment coordination, staff onboarding, or healthcare practice operations.
- Experience developing SOPs, maintaining trackers, and improving administrative workflows.
- Bilingual in English and Spanish is a plus, but not required.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
Skills
As published by workable · 22 questions · 1 written answer
Basics
First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter
Short answers (5)
- What is your Date of Birth?
- What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
- Briefly describe your ABA therapy and medical billing experience, including any hands-on experience with Tricare West. What specific tasks did you manage independently?
- Which healthcare software and administrative systems have you used? Please include Office Ally, Motivity, Availity, Microsoft 365, and other relevant tools, if applicable.
- In a 1–2 minute voice recording, please answer the following question(s): Imagine you're following up with an insurance representative regarding an ABA therapy authorization that is still pending. How would you introduce yourself, explain the concern, and request an update? Please respond as if you're speaking directly to the insurance representative. To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.
Pick from a list (16)
- Are you available to work at this time schedule?
- Do you accept the payment rate listed in the job description for this role?
- Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies?
- Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)?
- Do you have experience using CRMs or related softwares?
- Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed?
- Do you have a reliable computer, headset, and camera available for work if you are offered the position?
- This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired?
- Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust?
- Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused?
- Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues?
- Please mark all that you have experience with
- Do you have hands-on experience supporting an Applied Behavior Analysis (ABA) therapy practice in administrative operations, medical billing, or insurance coordination?
- Do you have experience with ABA medical billing, including claims processing, insurance authorizations, denials, or accounts receivable follow-ups?
- Do you have hands-on experience with Tricare West billing, insurance verification, or authorization workflows?
- Do you have experience managing healthcare administrative tasks such as client intake, scheduling, referral coordination, and insurance communications?
Written answers (1)
- Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none")