ABA Practice Operations, Medical Billing Virtual Assistant

This is a fully remote position, open to applicants in Philippines, +5 more countries.

📋 Description

• Oversee daily emails, incoming calls, text messages, scheduling, and administrative follow-ups.

• Facilitate client intake, onboarding documentation, referrals, and associated communications.

• Keep client records, documents, and administrative trackers organized.

• Assist with appointment reminders, missed calls, and general inquiries via Google Voice.

• Liaise with families, insurance representatives, and other stakeholders.

• Process ABA therapy claims daily using Office Ally.

• Monitor unpaid claims, rejected claims, denials, appeals, and accounts receivable.

• Aid in payment posting, reconciliation, copays, secondary insurance, and weekly billing reports.

• Verify insurance eligibility and benefits, as well as manage authorization requests and renewals.

• Manage Tricare West insurance workflows and communicate with insurance companies.

• Utilize Availity for insurance verification, authorizations, and payer-related submissions.

• Organize, maintain, and troubleshoot healthcare and administrative systems.

• Support Motivity for scheduling, client records, clinical documentation, data collection, and practice management.

• Resolve issues with Availity, Office Ally, and other software.

• Organize Microsoft 365, Outlook, calendars, shared folders, and administrative documents.

• Assist with DocuSign, PandaDoc, and electronic intake workflows.

• Collaborate with software vendors and technical support teams.

• Create and maintain trackers, SOPs, checklists, and organized workflows.

• Advertise job openings, assess applications, and help with initial candidate screening.

• Schedule interviews and follow up with candidates.

• Monitor hiring documents, background checks, credentialing requirements, and employee onboarding.

• Maintain recruitment and employee records.

• Assist with lead advertising, inquiries, and basic marketing administration.

⛳️ Requirements

• Experience in ABA therapy administration and/or medical billing, with a strong grasp of ABA workflows.

• Familiarity with ABA billing processes, including CPT codes, claims submission, authorizations, denials, and insurance follow-ups.

• Knowledge of Tricare West billing and authorization processes.

• Experience with medical billing systems, insurance portals, and eligibility verification.

• Strong background in healthcare administration, including scheduling, client communication, documentation, and follow-ups.

• Excellent written and verbal communication skills in English.

• Proficient in using email, phone, text, WhatsApp, and video calls.

• Tech-savvy, resourceful, and capable of learning new software and troubleshooting issues independently.

• Outstanding organizational skills, attention to detail, reliability, and accountability.

• Ability to multitask, prioritize responsibilities, and work independently with minimal supervision.

• Direct experience supporting an ABA therapy practice in both administrative and billing roles is preferred.

• Experience with Office Ally, Motivity, and Availity is preferred.

• Familiarity with Blue Shield, Health Net, and Cigna/Evernorth insurance workflows is preferred.

• Experience with Microsoft 365, Outlook, Google Voice, DocuSign, or PandaDoc is preferred.

• Experience coordinating client intake, referrals, and onboarding is preferred.

• Background in recruitment coordination, staff onboarding, or healthcare practice operations is preferred.

• Experience in developing SOPs, maintaining trackers, and enhancing administrative workflows is preferred.

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

• Must speak and write English clearly and professionally.

• Relevant work experience is required.

• Ability to provide an NBI Clearance and/or Local Police Clearance before onboarding is necessary.

• Must be available to participate in video meetings with the camera on when required.

• A reliable laptop or desktop computer is required.

• A stable high-speed internet connection with a minimum of 25 Mbps is essential.

• A noise-canceling headset is required.

• A working webcam is necessary.

• A quiet and professional work environment is essential.

🏝️ Benefits

• 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.

• Optional contractor perks and client-approved allowances.