Healthcare Administrative Virtual Assistant - ABA Therapy

Job Title: Healthcare Administrative Virtual Assistant – ABA Therapy

Position Type: Part-Time (20 hours per week)

Work Hours: 10:00 AM – 2:00 PM EDT

Work Days: Monday – Friday

Salary: 5–6 per hour, depending on experience

Job Code: SL-ATS

Workplace: Remote

Preferred Candidate Location: Philippines

About the Company

Our Client is a U.S.-based healthcare practice specializing in therapeutic services for individuals with developmental and behavioral needs. Their team is dedicated to providing personalized, compassionate care while supporting therapists, clients, and families through coordinated services.

They are seeking a highly organized, proactive, and detail-oriented Healthcare Administrative Virtual Assistant to help manage Medicaid authorizations, maintain accurate client records, coordinate administrative follow-ups, and support therapist onboarding and compliance.

This role is ideal for someone who enjoys keeping things organized, takes initiative, and can provide dependable administrative support. Previous ABA experience, Medicaid authorization expertise, and Omni Practice proficiency are not required, as training and an operations manual will be provided.

Scope of Work / Responsibilities

1. Medicaid Authorizations (Top Priority)

• Track Medicaid authorizations, monitor expiration dates, and follow up on pending approvals.
• Help ensure clients have active authorizations before scheduled therapy sessions.
• Maintain organized authorization records and communicate outstanding requirements.
• Previous Medicaid authorization experience is preferred but not required; training will be provided.

2. EHR Documentation & Administrative Follow-Ups

• Enter therapist-provided progress notes into Omni Practice following established procedures.
• Organize client records, upload documents, and track missing paperwork.
• Follow up with therapists and practice leadership regarding pending documentation, authorizations, and incomplete tasks.
• Maintain accurate records and ensure administrative deadlines are met.

3. Therapist Onboarding & Compliance Management

• Assist with onboarding new therapists and collecting required documents.
• Track training requirements, certificates, and annual compliance updates.
• Monitor missing or expiring documents and coordinate necessary follow-ups.
• Training will be provided for onboarding and compliance processes.

4. Claims, Billing & Payroll Administration

• Assist with claims processing, billing follow-ups, and payment-related concerns.
• Coordinate with case managers to resolve outstanding billing issues.
• Organize therapist session information needed for payroll preparation.
• Maintain accurate billing and payroll-related records.

5. Email & General Administrative Support

• Respond to routine emails and coordinate with therapists and case managers.
• Assist with administrative matters involving Wayne County and other service areas.
• Provide regular updates on pending tasks, deadlines, and follow-ups.
• Help address existing administrative backlogs and maintain organized workflows.

6. Future Responsibilities

• Handle inbound and outbound phone calls as needed.
• Provide additional ABA-related administrative support once the initial backlog has been addressed.

Top 3 Priorities

1. Medicaid Authorizations: Track authorization statuses, expiration dates, and pending approvals to help prevent interruptions in therapy services.
2. EHR Documentation & Administrative Follow-Ups: Maintain accurate records in Omni Practice and consistently follow up on incomplete documentation and outstanding tasks.
3. Therapist Onboarding & Compliance Management: Assist with onboarding requirements, certifications, training records, and annual compliance updates.

Requirements

Experience Requirements

• Previous healthcare administrative experience is highly preferred but not mandatory.
• Experience with Medicaid authorizations, claims, billing, or insurance follow-ups is an advantage.
• Familiarity with EHR/EMR systems is preferred; experience with Omni Practice is a plus but not required.
• ABA therapy or behavioral health administrative experience is an advantage.
• Previous virtual assistant experience is preferred but not mandatory.
• No medical degree, clinical license, or professional healthcare certification is required.
• Must have relevant administrative experience and be willing to learn client-specific healthcare workflows.

Basic Requirements

• Must be proficient in speaking and writing English clearly and professionally.
• Must have relevant administrative, documentation, or coordination experience.
• Strong attention to detail and ability to accurately monitor deadlines, authorizations, and records.
• Highly organized, proactive, and capable of managing tasks independently without constant supervision.
• Patient, compassionate, and supportive, with the ability to provide gentle reminders and help practice leadership stay accountable.
• Resourceful and comfortable coordinating with therapists and case managers across multiple counties.
• Strong communication skills, including providing regular updates and following through on outstanding requirements.
• Understanding of HIPAA and patient confidentiality requirements.
• Willingness to learn new systems and processes using client-provided training and an operations manual.
• Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding (mandatory).
• Must be available for video meetings with the camera on when needed.

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.