Experienced ABA Practice Operations & Medical Billing Virtual Assistant – Remote, Part‑Time, 20 Hours Weekly

About brighthush

brighthush is a forward‑thinking U.S. healthcare practice that delivers high‑impact Applied Behavior Analysis (ABA) therapy to children and families across the country. With a mission to empower every client through evidence‑based interventions, we combine clinical excellence with operational efficiency. Our team is built on collaboration, continuous learning, and a commitment to creating a supportive environment for both patients and staff. As we expand our reach, we’re looking for a dedicated Virtual Assistant who can help us streamline operations, manage billing, and keep our practice running smoothly—all from the comfort of your own home in the Philippines.

Position Overview

As a Part‑Time ABA Practice Operations & Medical Billing Virtual Assistant, you will be the backbone of our daily administrative workflow. You’ll manage client communications, process insurance claims, coordinate with payers, and maintain our practice management systems. Working 20 hours per week (Monday‑Friday, 10:00 AM‑2:00 PM Pacific Time), you’ll play a pivotal role in ensuring that our therapists can focus on delivering world‑class care while we take care of the paperwork and logistics.

Key Responsibilities

1. Practice Administration & Client Coordination

• Handle all incoming emails, calls, and text messages, ensuring timely responses and follow‑ups.
• Guide new clients through the intake process, collecting necessary paperwork and coordinating referrals.
• Maintain an organized, up‑to‑date client database and administrative trackers.
• Send appointment reminders, manage missed calls, and address general inquiries using Google Voice and other communication tools.
• Communicate professionally with families, insurance representatives, and internal stakeholders.

2. Medical Billing & Insurance Coordination

• Submit ABA therapy claims daily via Office Ally, ensuring accurate CPT coding and documentation.
• Track unpaid, rejected, and denied claims; manage appeals and follow‑ups to secure timely payment.
• Post payments, reconcile copays, and handle secondary insurance responsibilities.
• Generate weekly billing reports and maintain an accurate accounts receivable ledger.
• Verify insurance eligibility, benefits, authorizations, and renewals, including Tricare West workflows.
• Use Availity for real‑time verification, authorization requests, and payer submissions.

3. Systems Management & Technical Support

• Organize, maintain, and troubleshoot healthcare and administrative systems.
• Support Motivity for scheduling, client records, clinical documentation, and data collection.
• Resolve issues with Availity, Office Ally, and other software platforms.
• Manage Microsoft 365, Outlook, calendars, shared folders, and document storage.
• Assist with DocuSign, PandaDoc, and electronic intake workflows.
• Coordinate with software vendors and technical support teams when necessary.
• Create and update SOPs, checklists, and workflow trackers to improve efficiency.

4. Hiring, Onboarding & Marketing Support

• Post job openings, screen applications, and assist with initial candidate interviews.
• Schedule interviews, track hiring documents, and coordinate background checks.
• Maintain recruitment records and support new employee onboarding.
• Assist with basic marketing administration, including lead tracking and inquiry management.

Essential Qualifications

• Proven experience in ABA therapy administration and/or medical billing.
• Deep understanding of ABA billing processes: CPT codes, claim submission, authorizations, denials, and follow‑ups.
• Experience with Tricare West billing and authorization workflows.
• Familiarity with medical billing systems, insurance portals, and eligibility verification.
• Strong healthcare administrative background: scheduling, client communication, documentation, and follow‑ups.
• Excellent written and verbal English communication skills.
• Comfortable using email, phone, text, WhatsApp, and video calls for training and support.
• Tech‑savvy, resourceful, and able to learn new software independently.
• Exceptional organizational skills, attention to detail, reliability, and accountability.
• Ability to multitask, prioritize, and work autonomously with minimal supervision.

Preferred Qualifications

• Direct experience supporting an ABA therapy practice in both administrative and billing functions.
• Hands‑on experience with Office Ally, Motivity, and Availity.
• Knowledge of Blue Shield, Health Net, and Cigna/Evernorth insurance workflows.
• Proficiency with Microsoft 365, Outlook, Google Voice, DocuSign, or PandaDoc.
• 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.

Basic Requirements

• Clear, professional English speaking and writing skills.
• Relevant work experience in healthcare administration or medical billing.
• Must provide an NBI Clearance and/or Local Police Clearance before onboarding.
• Must be available for video meetings with camera on when required.

Technical Requirements

• Reliable laptop or desktop computer.
• Stable high‑speed internet connection (minimum 25 Mbps).
• Noise‑canceling headset for clear audio.
• Working webcam for virtual meetings.
• Quiet, professional workspace.

Career Growth & Learning Opportunities

At brighthush, we believe in investing in our team’s professional development. As a Virtual Assistant, you’ll have access to:

• Comprehensive HIPAA and cybersecurity training, culminating in certification.
• Proprietary VA performance training covering communication, client management, and productivity systems.
• Regular webinars and workshops on the latest ABA billing trends, insurance updates, and practice management best practices.
• Opportunities to transition into senior administrative roles, billing specialists, or even clinical support positions.
• Mentorship from experienced practice managers and billing experts.

Work Environment & Company Culture

brighthush fosters a culture of transparency, collaboration, and continuous improvement. Even though you’ll be working remotely, you’ll feel part of a close‑knit team through:

• Weekly virtual stand‑ups and monthly all‑hands meetings.
• Open communication channels via Slack, Teams, and email.
• Access to a dedicated HR & Contractor Support Team for any questions or guidance.
• Flexible working hours within the 10:00 AM‑2:00 PM PT window to accommodate your personal schedule.
• Recognition programs that celebrate milestones and outstanding performance.

Compensation & Benefits

You will be compensated at a competitive rate of $6–$7 USD per hour, paid bi‑weekly. In addition to your hourly wage, you’ll enjoy:

• Optional VPN license to enhance privacy and security for client‑related tasks.
• Access to templates, workflow guides, and productivity tools tailored to brighthush’s operations.
• Performance‑based incentives, including bonuses or increased hours for exceptional work.
• Client‑approved U.S. holidays and paid or unpaid time off, depending on the client’s policy.
• Optional health and wellness resources, such as online fitness classes or mental health support.

These benefits are provided as part of your independent contractor package and are not employee benefits.

How to Apply

Ready to join a mission‑driven team that values your expertise and offers a flexible, supportive remote role? Click the link below to submit your application and take the first step toward a rewarding career with brighthush.