Behavior & Administrative Support Technician

VIA Centers for Neurodevelopment•Roanoke, VA

25d•Onsite

About The Position

The Behavior & Administrative Support Technician is a split-role position that combines direct behavior intervention with administrative support for the Pediatric ABA Services clinic under the supervision of the Clinical Director. This position provides direct ABA services to clients as a Registered Behavior Technician (RBT) while also supporting the daily administrative and operational functions of the clinic to ensure high-quality, efficient service delivery. As an RBT, this position provides direct behavior intervention services under the supervision of a Board Certified Behavior Analyst (BCBA) and is expected to maintain a minimum of 10 billable hours per week. Administrative responsibilities include coordinating client scheduling, assisting with authorizations and billing processes, maintaining client records, supporting communication with families, and contributing to the day-to-day operational efficiency of clinic services.

Requirements

High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
Current Registered Behavior Technician (RBT) certification
Minimum of one year of experience working with children with autism spectrum disorder or other developmental disabilities
Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment
Excellent written and verbal communication skills
Proficiency with Microsoft Office Suite (Outlook, Word, Excel), Google Products, and the ability to learn electronic health record and scheduling systems
Demonstrated ability to work independently while collaborating effectively with interdisciplinary teams
Strong attention to detail and commitment to accuracy

Nice To Haves

Associate's or Bachelor's degree preferred.

Responsibilities

Maintain active Registered Behavior Technician (RBT) certification
Provide a minimum of 10 billable hours per week of direct behavior intervention services for children with autism spectrum disorder under the supervision of a Board Certified Behavior Analyst (BCBA).
Implement individualized treatment plans and behavior intervention strategies with fidelity
Collect and record accurate behavioral and skill acquisition data during therapy sessions
Prepare materials and maintain an organized treatment environment
Complete required clinical documentation, session notes, and data collection in accordance with agency, funding source, and regulatory requirements.
Communicate client progress, concerns, and treatment observations to the supervising BCBA and interdisciplinary team
Participate in ongoing supervision, competency assessments, and required clinical training
Maintain professional relationships with clients, families, and team members while adhering to ethical standards and confidentiality requirements
Coordinate the daily administrative operations of the clinic
Develop and maintain the weekly client schedule, making adjustments as needed to accommodate staffing, client needs, and cancellations
Serve as the primary point of contact for general clinic inquiries by phone, email, and in person
Greet visitors, coordinate visitor access, and maintain a welcoming clinic environment as needed
Manage incoming and outgoing mail and deliveries
Maintain office, clinical, and program supply inventories and place orders as needed
Coordinate facility and technology requests with appropriate departments
Assist with clinic organization and operational projects as assigned
Assist with verifying insurance eligibility and client financial responsibility
Create and maintain electronic client health records
Coordinate the collection and maintenance of required intake and clinical documentation
Maintain client authorization tracking systems and monitor authorization expiration dates
Assist with coordinating timely submission and follow-up of authorization requests with funding sources
Assist with resolving authorization discrepancies related to approved services, dates, or funding
Assist with monitoring claim rejections and collaborate with the accounting department to resolve billing issues
Monitor session documentation, sign-offs, and billing compliance to support timely claim submission
Monitor scheduled versus actual billable hours and prepare reports for leadership
Serve as a primary administrative contact for families regarding scheduling, attendance, and clinic procedures
Notify families and staff of schedule changes, cancellations, and updates
Assist families with questions regarding eligibility, referrals, intake, waitlists, and clinic processes
Coordinate referrals to internal and external resources as appropriate
Monitor client attendance and session utilization
Communicate with caregivers regarding attendance concerns and collaborate with the Clinical Director on follow-up plans
Distribute family satisfaction surveys and assist with quality improvement initiatives based on feedback
Assist with providing administrative support to clinical staff related to scheduling and billing processes
Assist with training staff on scheduling procedures, documentation timelines, and billing workflows as assigned
Monitor scheduling efficiency, cancellations, and utilization trends to support clinic operations
Attend clinical, administrative, and interdisciplinary meetings as assigned
Maintain compliance with HIPAA and all agency confidentiality policies
Support special projects and additional duties as assigned by the Clinical Director