Virtual Assistant - ABA Scheduling & Operations Coordinator

Winning Assistants, Inc.; United States; Remote; USD 7,000 - 8,000; Part time

Benefits offered by this job

HR & Contractor Support Team

Premium VPN Access

HIPAA & Cybersecurity Training

Performance-Based Incentives

Job summary

Winning Assistants is looking for a Virtual Assistant specializing in ABA Scheduling & Operations Coordination, a part-time role with 20-25 hours per week and potential for full-time transition. The ideal candidate will manage scheduling for ABA therapy services, communicate with clients and parents, and utilize CentralReach EMR for daily operations.

Applicants must have experience in healthcare settings, particularly ABA clinics, strong organizational skills, and proficiency in relevant tools such as Microsoft Outlook and CentralReach EMR.

Qualifications

• Experience in ABA clinics or healthcare operations.
• Proficiency in CentralReach EMR and Microsoft Office Suite.
• Strong organizational and time management skills.

Responsibilities

• Manage ABA therapy service schedules and coordinate client meetings.
• Communicate with parents about scheduling logistics.
• Support operational workflows using CentralReach EMR.

Skills

Strong organizational skills

Written and verbal communication skills

Microsoft Office proficiency

HIPAA compliance knowledge

Ability to work independently

Experience with CentralReach EMR

Tools

CentralReach EMR

Microsoft Outlook

Acuity Scheduler

Weave phone system

Job description

Job Title: Virtual Assistant – ABA Scheduling & Operations Coordinator

Position type: Part Time (20 - 25 hours / week) w/ potential to transition full-time

Work hours: To be determined (US Pacific Daylight Time)

Work days: To be determined

Salary: $5 - $6 per hour

Job code: [A-TATGI]

Workplace: Remote

Preferred Candidate Location: Philippines

Overview

We are seeking a highly organized Virtual Assistant with experience in ABA (Applied Behavior Analysis) practices to support a growing behavioral health organization. This role focuses primarily on complex scheduling coordination, client communication, and workflow management within the CentralReach EMR system.

The ideal candidate has prior experience working with ABA clinics or behavioral health providers, is comfortable managing multiple stakeholders (BCBAs, parents, leadership), and can support daily operational workflows remotely.

Key Responsibilities

Scheduling & Calendar Management

• Manage ABA therapy service schedules, typically ranging from 15–30 hours per week per client
• Coordinate schedules between BCBAs, executive leadership, and clients
• Handle schedule adjustments and maintain accurate calendars
• Manage Outlook calendars and scheduling tools

Client & Parent Communication

• Coordinate introductory meetings and appointments for new clients
• Communicate with parents regarding scheduling and program logistics
• Respond to inquiries and follow up on scheduling or service-related matters
• Maintain professional and timely communication with clients and families

CentralReach & Workflow Management

• Use CentralReach EMR for scheduling coordination and operational tracking
• Support recurring workflows and daily operational processes
• Assist with operational reporting and coordination related to client scheduling
• Document processes and update standard operating procedures (SOPs) when needed

Administrative Support

• Manage and organize shared email inboxes
• Track follow-ups and accountability items
• Conduct research and data entry tasks
• Coordinate weekly parent training webinars using Acuity Scheduler
• Support phone communication using Weave

Billing & Coordination Support

• Assist with benefits verification coordination
• Work closely with the billing team to ensure operational alignment
• Help track documentation and scheduling tied to billing processes

Required Qualifications

• Experience supporting ABA clinics, behavioral health providers, or healthcare administration operations
• Proficiency with CentralReach EMR
• Understanding of HIPAA compliance and healthcare data handling
• Strong organizational and time management skills
• Ability to coordinate schedules across multiple stakeholders, including clinicians and clients
• Strong written and verbal communication skills
• Experience using Microsoft Outlook and Microsoft Office tools
• Ability to work remotely and manage tasks independently
• Experience coordinating with BCBAs or therapy teams
• Familiarity with benefits verification or medical billing workflows
• Experience documenting processes or maintaining SOPs

Tools & Systems Used

• CentralReach EMR
• Microsoft Outlook & Microsoft Office Suite
• Acuity Scheduler
• Weave phone system
• Canva (basic usage for internal or parent-facing materials)

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.