ABA Practice Operations & Medical Billing Virtual Assistant

Winning Assistants, Inc.; United States; Remote; USD 8,300 - 9,600; Part time

Benefits offered by this job

HR & Contractor Support

Premium VPN Access

HIPAA Training

Top VA Training

US Holidays

Job summary

Winning Assistants, Inc. seeks a part-time ABA Practice Operations & Medical Billing Virtual Assistant to support a U.S.-based ABA practice from a remote location.

The role focuses on operations, billing, insurance coordination, and client intake with a strong emphasis on accuracy and communication. You will manage scheduling, documentation, claim submissions via Office Ally and Availity, and collaborate with providers to ensure smooth daily operations and timely reimbursements.

Qualifications

• Experience in ABA therapy administration and/or billing.
• Familiarity with ABA workflows and CPT codes.
• Ability to manage multiple tasks independently and meet deadlines.

Responsibilities

• Manage daily emails, calls, scheduling, and follow-ups.
• Coordinate client intake and onboarding paperwork.
• Handle medical billing tasks including claim submission and AR tracking.
• Verify insurance eligibility and manage authorizations.
• Support scheduling and documentation using Microsoft 365 tools.

Skills

ABA administration

Medical billing

English communication

Multitasking

Tools

Office Ally

Availity

Motivity

Microsoft 365

Job description

Job Title: ABA Practice Operations & Medical Billing Virtual Assistant

Position Type: Part-Time | 20 hours per week

Location: Remote – Philippines

Pay Rate: $6–$7 USD/hour

Work Schedule: Monday–Friday, 10:00 AM–2:00 PM Pacific Time (PT) | 4 consecutive working hours daily

About the Client and Role

Our client is a U.S.-based healthcare practice specializing in Applied Behavior Analysis (ABA) therapy.

We are looking for an experienced, reliable, and proactive ABA Practice Operations & Medical Billing Virtual Assistant to support daily administrative operations, medical billing, insurance coordination, client intake, and practice management.

The ideal candidate has a strong background in ABA administration and billing, familiarity with Tricare West, and the ability to independently manage multiple responsibilities, troubleshoot systems, and keep daily operations organized.

Key Responsibilities

Practice Administration & Client Coordination

• 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.

Medical Billing & Insurance Coordination

• Submit ABA therapy claims daily using Office Ally.
• Track unpaid claims, rejected claims, denials, appeals, and accounts receivable (A/R).
• 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.

Systems Management & Technical Support

• Assist with organizing, maintaining, and troubleshooting 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.

Hiring, Onboarding & Marketing Support

• 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.

Requirements

• 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, including experience from other medical specialties 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.
• Comfortable 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.

Preferred Qualifications

• 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 in English and Spanish is a plus, but not required.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.