RBT Administrative Assistant

PEDIATRIC SPEECH LAB•Waldorf, MD

7d•Onsite

About The Position

Pediatric Speech Lab (PSL) is seeking a highly organized, dependable, and proactive RBT Administrative Assistant to support the daily administrative and operational functions of our ABA program while continuing to provide clinical RBT services. This position is ideal for an RBT who enjoys working with children and families while also having strong administrative, organizational, communication, and problem-solving skills. The RBT Administrative Assistant will play an important role in coordinating ABA schedules, supporting client intake, managing insurance authorizations, maintaining accurate records, communicating with families and staff, and assisting with overall clinic operations. The successful candidate must be comfortable working in a fast-paced environment where schedules and priorities may change frequently.

Requirements

High school diploma or equivalent required.
Current RBT certification required.
Minimum of 2 years of administrative experience preferred/required, including scheduling, phones, documentation, or similar responsibilities.
Strong computer skills, including Microsoft Office and Adobe.
Excellent written and verbal communication skills.
Strong organizational and time-management abilities.
Ability to multitask and prioritize in a fast-paced environment.

Nice To Haves

Experience working in a medical office, pediatric setting, ABA clinic, or rehabilitative healthcare environment highly preferred.
Familiarity with medical terminology, patient scheduling, and medical records preferred.
At least 1 year of medical billing experience preferred.
Experience with Motivity or similar clinical/EHR software preferred.

Responsibilities

Create, maintain, and adjust ABA therapy schedules for clients and therapists.
Coordinate therapist availability and ensure appropriate coverage.
Manage schedule changes related to cancellations, staffing, and client needs.
Communicate schedule changes promptly to staff and families.
Serve as a primary point of contact for parents and caregivers.
Communicate appointment confirmations, cancellations, rescheduling, and general clinic announcements.
Provide professional, compassionate, and responsive customer service.
Assist with onboarding new clients and creating client profiles.
Collect and maintain required intake documentation.
Assist with therapist onboarding and credentialing.
Ensure required credentials and documentation remain current.
Track, obtain, and maintain ABA insurance authorizations.
Monitor authorization expiration dates and assist with renewals.
Communicate with insurance providers regarding authorization status.
Collect client copays.
Assist with billing inquiries and discrepancies.
Maintain accurate authorization and billing records.
Enter and update patient information accurately in the electronic health record system.
Maintain complete and organized client documentation.
Update records following appointments.
Utilize clinic management software and EHR systems, including Motivity when applicable.
Maintain HIPAA compliance and confidentiality at all times.
Assist with daily opening and closing procedures.
Maintain an organized and professional reception and administrative area.
Distribute clinic-wide announcements and internal communications.
Conduct research related to insurance requirements, ABA processes, and operational improvements.
Assist leadership with administrative tasks and special projects.
Participate in staff meetings, training, and professional development.