[Hiring] ABA Practice Operations & Medical Billing Virtual Assistant @Winning Assistants

Role Description

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.

Qualifications

• 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.

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.