Healthcare Administrative Virtual Assistant – ABA Therapy

• Track Medicaid authorizations, expiration dates, and pending approvals
• Help ensure clients have active authorizations before scheduled therapy sessions
• Maintain organized authorization records and communicate outstanding requirements
• Enter therapist-provided progress notes into Omni Practice
• Organize client records, upload documents, and track missing paperwork
• Follow up with therapists and practice leadership on pending documentation, authorizations, and incomplete tasks
• Maintain accurate records and meet administrative deadlines
• Assist with therapist onboarding and collect required documents
• Track training requirements, certificates, and annual compliance updates
• Monitor missing or expiring documents and coordinate follow-ups
• Assist with claims processing, billing follow-ups, and payment-related concerns
• Coordinate with case managers to resolve outstanding billing issues
• Organize therapist session information for payroll preparation
• Maintain billing and payroll-related records
• Respond to routine emails and coordinate with therapists and case managers
• Assist with administrative matters involving Wayne County and other service areas
• Provide updates on pending tasks, deadlines, and follow-ups
• Address administrative backlogs and maintain organized workflows
• Handle inbound and outbound phone calls as needed
• Provide additional ABA-related administrative support after the initial backlog is addressed

• Previous healthcare administrative experience is highly preferred but not mandatory
• Experience with Medicaid authorizations, claims, billing, or insurance follow-ups is an advantage
• Familiarity with EHR/EMR systems is preferred; Omni Practice experience is a plus but not required
• ABA therapy or behavioral health administrative experience is an advantage
• Previous virtual assistant experience is preferred but not mandatory
• No medical degree, clinical license, or professional healthcare certification is required
• Relevant administrative, documentation, or coordination experience
• Proficient in speaking and writing English clearly and professionally
• Strong attention to detail and ability to monitor deadlines, authorizations, and records accurately
• Highly organized, proactive, and capable of managing tasks independently
• Resourceful and comfortable coordinating with therapists and case managers across multiple counties
• Strong communication skills and ability to provide regular updates and follow through
• Understanding of HIPAA and patient confidentiality requirements
• Willingness to learn new systems and processes using client-provided training and operations manual
• Must submit an NBI Clearance and/or Local Police Clearance background check before onboarding
• Available for video meetings with camera on when needed
• Reliable laptop or desktop computer
• Stable high-speed internet connection of at least 25 Mbps
• Noise-canceling headset
• Working webcam
• Quiet and professional workspace

• Dedicated HR & Contractor Support Team
• Premium VPN Access (Optional)
• HIPAA & Cybersecurity Training + Certification (Provided)
• Top 1% VA Performance Training
• Client-Approved U.S. Holidays
• Client-Approved Paid or Unpaid Time Off
• Access to Tools & Resources
• Optional Performance-Based Incentives, bonuses, or increased hours based on performance
• Client-approved allowances and optional contractor perks