Healthcare Administrative Virtual Assistant – ABA Therapy
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Job Description
Part-time remote assistant managing Medicaid authorizations, EHR records, billing, and therapist compliance for a U.S. ABA therapy practice. Supporting organized administrative workflows and follow-ups.
Responsibilities:
- Track Medicaid authorizations, expiration dates, and pending approvals
- Help ensure clients have active authorizations before scheduled therapy sessions
- Maintain organized authorization records and communicate outstanding requirements
- Enter therapist-provided progress notes into Omni Practice
- Organize client records, upload documents, and track missing paperwork
- Follow up with therapists and practice leadership on pending documentation, authorizations, and incomplete tasks
- Maintain accurate records and meet administrative deadlines
- Assist with therapist onboarding and collect required documents
- Track training requirements, certificates, and annual compliance updates
- Monitor missing or expiring documents and coordinate follow-ups
- Assist with claims processing, billing follow-ups, and payment-related concerns
- Coordinate with case managers to resolve outstanding billing issues
- Organize therapist session information for payroll preparation
- Maintain billing and payroll-related records
- Respond to routine emails and coordinate with therapists and case managers
- Assist with administrative matters involving Wayne County and other service areas
- Provide updates on pending tasks, deadlines, and follow-ups
- Address administrative backlogs and maintain organized workflows
- Handle inbound and outbound phone calls as needed
- Provide additional ABA-related administrative support after the initial backlog is addressed
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; Omni Practice experience 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
- Relevant administrative, documentation, or coordination experience
- Proficient in speaking and writing English clearly and professionally
- Strong attention to detail and ability to monitor deadlines, authorizations, and records accurately
- Highly organized, proactive, and capable of managing tasks independently
- Resourceful and comfortable coordinating with therapists and case managers across multiple counties
- Strong communication skills and ability to provide regular updates and follow through
- Understanding of HIPAA and patient confidentiality requirements
- Willingness to learn new systems and processes using client-provided training and operations manual
- Must submit an NBI Clearance and/or Local Police Clearance background check before onboarding
- Available for video meetings with camera on when needed
- Reliable laptop or desktop computer
- Stable high-speed internet connection of at least 25 Mbps
- Noise-canceling headset
- Working webcam
- Quiet and professional workspace
Benefits:
- Dedicated HR & Contractor Support Team
- Premium VPN Access (Optional)
- HIPAA & Cybersecurity Training + Certification (Provided)
- Top 1% VA Performance Training
- Client-Approved U.S. Holidays
- Client-Approved Paid or Unpaid Time Off
- Access to Tools & Resources
- Optional Performance-Based Incentives, bonuses, or increased hours based on performance
- Client-approved allowances and optional contractor perks
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