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-sp…