ABA Practice Operations, Medical Billing Virtual Assistant

Winning Assistants LLC

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

Posted 10/23/2026part-timeRemote • Philippines, El Salvador, Mexico, Colombia, Venezuela, United StatesMid-LevelSenior💰 $6,240 - $7,280 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in ABA therapy administration and medical billing processes, including claims submission and insurance verification. Proficient in managing client communications, scheduling, and maintaining organized administrative workflows.

Highest-signal resume keywords

ABA Therapy AdministrationMedical Billing ExperienceTricare West BillingOffice Ally ProficiencyStrong Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Claims SubmissionInsurance VerificationCPT Codes KnowledgePayment PostingData CollectionSOP DevelopmentClient OnboardingBilling ReconciliationAdministrative TrackingMultitasking

Soft Skills

Attention to DetailReliabilityAccountabilityOrganizational SkillsAbility to Work Independently

Tools & Technologies

Office AllyMotivityAvailityGoogle VoiceMicrosoft 365OutlookDocuSignPandaDocVideo Conferencing ToolsInsurance Portals

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

ABA WorkflowsHealthcare AdministrationInsurance Follow-UpsClient CommunicationRecruitment Coordination

About the role

Key responsibilities & impact

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 with families, insurance representatives, and other stakeholders
Submit ABA therapy claims daily using Office Ally
Track unpaid claims, rejected claims, denials, appeals, and accounts receivable
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 with insurance companies
Use 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
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
Develop and maintain trackers, SOPs, checklists, and organized workflows
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 recruitment and employee records
Assist with advertising leads, inquiries, and basic marketing administration

Requirements

What you’ll need

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
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
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
Direct experience supporting an ABA therapy practice in both administrative and billing functions preferred
Experience with Office Ally, Motivity, and Availity preferred
Familiarity with Blue Shield, Health Net, and Cigna/Evernorth insurance workflows preferred
Experience with Microsoft 365, Outlook, Google Voice, DocuSign, or PandaDoc preferred
Experience coordinating client intake, referrals, and onboarding preferred
Background in recruitment coordination, staff onboarding, or healthcare practice operations preferred
Experience developing SOPs, maintaining trackers, and improving administrative workflows preferred
Bilingual in English and Spanish is a plus, but not required
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
Must be available to attend video meetings with camera on when required
Reliable laptop or desktop computer
Stable high-speed internet connection, minimum 25 Mbps
Noise-canceling headset
Working webcam
Quiet and professional work environment

Benefits

Comp & perks

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