Healthcare Administrative Virtual Assistant – ABA Therapy

Winning Assistants LLC

. Track Medicaid authorizations, expiration dates, and pending approvals .

Posted 10/18/2026part-timeRemote • PhilippinesMid-LevelSenior💰 $10,400 - $12,480 per yearWebsite

Core Competencies

Role fit

Core Competencies

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

Demonstrates strong organizational skills and attention to detail in managing Medicaid authorizations, billing processes, and administrative tasks. Proficient in communication and coordination with therapists and case managers while maintaining compliance with HIPAA regulations.

Highest-signal resume keywords

Medicaid AuthorizationsClaims ProcessingEHR/EMR SystemsAttention To DetailStrong Communication Skills

ATS Keywords

Tailor your resume

Applicant Tracking System Keywords

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

Hard Skills

Authorization TrackingBilling Follow-UpsDocument ManagementProgress Note EntryAdministrative Coordination

Soft Skills

Highly OrganizedProactiveResourcefulIndependent Task ManagementProfessional Communication

Tools & Technologies

Omni PracticeEHR SystemsVideo Conferencing Tools

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

Healthcare AdministrationABA TherapyPatient ConfidentialityCompliance UpdatesBehavioral Health

About the role

Key responsibilities & impact

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

Requirements

What you’ll need

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

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, bonuses, or increased hours based on performance
Client-approved allowances and optional contractor perks