ABA Practice Operations & Medical Billing Virtual Assistant

Winning Assistants

17d • $6,240 - $7,280 • Remote

About The Position

The ABA Practice Operations & Medical Billing Virtual Assistant supports daily administrative operations, medical billing, insurance coordination, client intake, and practice management for a U.S.-based healthcare practice specializing in Applied Behavior Analysis (ABA) therapy. The role requires independently managing multiple responsibilities, troubleshooting systems, and keeping operations organized. It is part-time, 20 hours per week, remote from the Philippines, scheduled Monday through Friday from 10:00 AM to 2:00 PM Pacific Time, at $6–$7 USD per hour.

Responsibilities include managing communications and scheduling, coordinating client intake and onboarding, maintaining records, submitting and tracking claims, handling insurance eligibility and authorizations, and supporting the practice’s administrative and clinical software. The role also assists with recruitment, employee onboarding, and basic marketing administration.

Contractor resources may include HR and contractor support, optional VPN access, HIPAA and cybersecurity training and certification, performance training, workflow resources, and client-approved time off or performance incentives. These are described as optional contractor perks, not employee benefits.

Requirements

• Relevant work experience.
• 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; experience from other medical specialties may be 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; must speak and write English clearly and professionally.
• Comfort 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.
• Must provide an NBI Clearance and/or Local Police Clearance before onboarding.
• Must be available to attend video meetings with camera on when required.
• Must have a reliable laptop or desktop computer, stable high-speed internet of at least 25 Mbps, a noise-canceling headset, a working webcam, and a quiet, professional workspace.

Nice To Haves

• 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 English and Spanish skills.

Responsibilities

• 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.
• Submit ABA therapy claims daily using Office Ally.
• Track unpaid and rejected claims, denials, appeals, and accounts receivable.
• 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.
• Organize, maintain, and troubleshoot 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.
• 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.

Benefits

• Optional access to a dedicated HR and contractor support team.
• Optional premium VPN license upon request.
• HIPAA compliance training, cybersecurity modules, and certification provided.
• Access to proprietary performance training on communication, client management, productivity systems, and best practices.
• Client-approved U.S. holidays off according to the client’s needs and schedule.
• Client-approved paid or unpaid time off; paid time off is optional and only if offered by the client.
• Access to templates, workflow guides, productivity tools, and client-specific SOP support.
• Some clients may offer optional performance-based bonuses, incentives, or increased hours.

What This Job Offers

• Job Type: Part-time
• Education Level: No Education Listed