[Hiring] Virtual Assistant - ABA Scheduling & Operations Coordinator @Winning Assistants

Role Description

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

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

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