ABA Practice Coordinator

Spectrum Transformation Group; Richmond (VA); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Health, Dental & Vision insurance

PTO

Paid Holidays

Work-Life Balance Day

Non-corporate environment

Job summary

Spectrum Transformation Group in Virginia is seeking an ABA Practice Coordinator to serve as the operational backbone of the ABA department. You will bridge clinical needs with administrative execution, providing high-level support so clinicians can focus on care.

The role requires strong organizational skills, calendar management, insurance authorization, intake onboarding, compliance tracking, liaison with admin, and maintaining a safe, well-run clinic environment.

Qualifications

• Experience in healthcare administration, scheduling, or coordinator roles.
• Familiarity with commercial insurance and Medicaid authorizations.
• Proficiency with Excel or Google Sheets and EHR systems.

Responsibilities

• Manage daily scheduling calendar for clients and staff, with last-minute changes.
• Coordinate insurance authorizations and verify benefits in the EHR, assist billing codes.
• Support intake onboarding of new families, gather referrals and payments.
• Monitor deadlines for clinical documentation and authorizations; send reminders.

Skills

Scheduling

Insurance knowledge

Excel/Sheets

EHR systems

Communication

Organization

Education

High School Diploma

Bachelor’s degree welcome

Tools

Passage Health

Google Sheets

Job description

Position Type: Full-Time, Hourly (Non-Exempt)

Pay Range: $22.00 – $27.00 / hour (Based on experience)

About Spectrum Transformation Group

For 16 years, Spectrum Transformation Group has been a trusted pioneer in the Virginia behavioral health community. We hold the proud distinction of being thevery first licensed ABA program in the Commonwealth of Virginia.

At Spectrum, we do things differently. We aren’t a corporate, high-volume "big box" provider. We are a locally rooted, multidisciplinary team dedicated to integrity, collaboration, and clinical excellence. We believe that to take the best care of our clients, we must take the best care of our staff. Here, you will find a warm, supportive, and professional environment that truly values work-life balance, open communication, and mutual respect.

The Opportunity

We are seeking an organized, proactive, and collaborative ABA Practice Coordinator to serve as the operational backbone of our ABA department.

Working in direct partnership with our Clinical Director, you will bridge the gap between clinical necessity and administrative execution. This is a vital role designed to provide high-level administrative, operational, and facility support so that our clinical team can focus on delivering high-quality care, allowing our program to strategically grow and thrive.

If you are a master of logistics, a proactive problem-solver, and someone who thrives on keeping a clinic running like clockwork, we want to meet you!

• Daily Schedule Coordination: Manage the daily scheduling calendar for clients and staff, addressing last-minute schedule adjustments and cancellations to ensure consistent service delivery.
• Authorization & Billing Support: Coordinate the administrative side of the insurance authorization process, including entering authorization data into the EHR, verifying client benefits, and assisting with billing code accuracy.
• Intake & Onboarding Support: Assist with the administrative onboarding of new families, including logging referrals, distributing intake packets, and collecting necessary client documentation and payments.
• Administrative Compliance Tracking: Help monitor departmental deadlines for clinical documentation and authorizations, sending routine reminders to the team to support timely submissions.
• Internal Department Liaison: Act as a point of contact between the clinical team and the agency's administrative departments to assist with billing inquiries and general clinic supply coordination.
• Clinic Environment Oversight: Assist in maintaining a safe, clean, and organized clinic environment, reporting any facility maintenance or supply needs to leadership.

Qualifications & Skills

• Healthcare Administration Experience: Have at least 2–3 years of administrative, scheduling, or coordinator experience in a medical office, pediatric therapy, or behavioral health setting. If you have worked in an ABA clinic before, that’s fantastic, but we are happy to train the right person.
• Comfortable with Insurance & Medicaid: You understand how commercial insurance and Medicaid prior authorizations work. You are confident calling payors to verify benefits, resolve authorization issues, and navigate billing codes.
• Systems Savvy: You are highly proficient with Excel or Google Sheets and have direct experience working with EHR systems (familiarity with Passage Health is helpful).
• A Great Communicator: You possess the professional diplomacy and assertiveness required to hold staff to deadlines while maintaining warm, positive working relationships.
• Resilient & Organized: You stay calm under pressure (like last-minute schedule changes or staff call-outs) and can manage multiple administrative tracks without losing attention to detail.
• Education: A high school diploma or equivalent is required, along with solid, relevant experience in a healthcare office. A bachelor’s degree is welcome, but we prioritize practical, real-world experience.
• Medical, Dental, and Vision insurance plans with a supportive employer contribution to keep you and your family healthy.
• Generous Paid Time Off (PTO)
• Paid Holidays
• Work-Life Balance Day: A unique, flexible paid day off dedicated entirely to your personal well-being—use it when you just need a day for yourself.
• Work in a warm, collaborative, and non-corporate environment where your contributions are noticed and valued daily.
• Work directly alongside our leadership team, gaining valuable experience in healthcare operations and administration.

Spectrum Transformation Group is an Equal Opportunity Employer.