Experienced Healthcare Administrative Virtual Assistant – ABA Therapy & Medicaid Coordination – Remote, Part-Time, 20 Hours/Week – Join brighthush

About brighthush

brighthush is a leading U.S.-based healthcare practice dedicated to delivering high‑quality therapeutic services for individuals with developmental and behavioral needs. With a mission rooted in compassion, innovation, and personalized care, brighthush partners with therapists, families, and community stakeholders to create seamless, evidence‑based treatment pathways. Our team thrives on collaboration, continuous learning, and a commitment to improving lives—values that we bring to every role we hire.

Why Join brighthush?

As a remote, part‑time Healthcare Administrative Virtual Assistant, you’ll become an integral part of a dynamic organization that values flexibility, professional growth, and work‑life balance. You’ll work 20 hours per week (10:00 AM – 2:00 PM EDT) from the comfort of your own home, while contributing to meaningful outcomes in the ABA therapy space. At brighthush, we invest in your success through comprehensive training, ongoing support, and a culture that celebrates initiative and excellence.

Key Responsibilities

In this role, you’ll manage a broad spectrum of administrative tasks that keep our therapy services running smoothly. Your day‑to‑day duties will include:

• Medicaid Authorization Management (Top Priority)
  • Track and monitor Medicaid authorizations, ensuring expiration dates are noted and renewals are processed promptly.
  • Follow up on pending approvals, maintaining clear communication with clients and case managers.
  • Verify that all active authorizations are in place before scheduled therapy sessions.
  • Maintain an organized, searchable record system for all authorization documents.
• EHR Documentation & Administrative Follow‑Ups
  • Enter therapist‑provided progress notes into Omni Practice using standardized templates.
  • Upload and organize client records, flag missing paperwork, and track document status.
  • Coordinate with therapists and practice leadership to resolve documentation gaps and meet administrative deadlines.
  • Ensure all entries comply with HIPAA and internal quality standards.
• Therapist Onboarding & Compliance Management
  • Assist new therapists with onboarding, collecting required credentials and certifications.
  • Track training requirements, license renewals, and annual compliance updates.
  • Monitor expiring documents and initiate timely follow‑ups.
  • Maintain a compliance calendar and generate status reports for leadership.
• Claims, Billing & Payroll Administration
  • Support claims processing, including data entry, verification, and follow‑ups on denied or pending claims.
  • Collaborate with case managers to resolve billing discrepancies and ensure accurate reimbursement.
  • Compile therapist session data for payroll preparation and reconciliation.
  • Maintain meticulous billing and payroll records in line with internal policies.
• Email & General Administrative Support
  • Respond to routine emails, triaging requests from therapists, case managers, and external partners.
  • Assist with administrative matters related to Wayne County and other service areas.
  • Provide regular updates on pending tasks, upcoming deadlines, and follow‑up actions.
  • Help clear existing backlogs and sustain organized workflows.
• Future Responsibilities
  • Handle inbound and outbound phone calls as needed.
  • Expand ABA‑related administrative support once initial backlogs are resolved.

Top 3 Priorities

1. Medicaid Authorizations – Track status, expiration, and pending approvals to prevent therapy interruptions.
2. EHR Documentation & Administrative Follow‑Ups – Maintain accurate records and consistently follow up on incomplete documentation.
3. Therapist Onboarding & Compliance Management – Ensure onboarding requirements, certifications, and annual compliance updates are current.

Essential Qualifications

• Proficient in written and spoken English with a professional tone.
• Strong attention to detail and ability to manage deadlines independently.
• Highly organized, proactive, and capable of handling multiple tasks without constant supervision.
• Patient, compassionate, and supportive—able to provide gentle reminders and maintain accountability.
• Resourceful in coordinating with therapists and case managers across multiple counties.
• Understanding of HIPAA and patient confidentiality requirements.
• Willingness to learn new systems and processes using brighthush‑provided training and an operations manual.
• Must submit an NBI Clearance and/or Local Police Clearance background check before onboarding.
• Must be available for video meetings with the camera on when required.

Preferred Experience

• Previous healthcare administrative experience (highly preferred).
• Experience with Medicaid authorizations, claims, billing, or insurance follow‑ups.
• Familiarity with EHR/EMR systems; experience with Omni Practice is a plus.
• ABA therapy or behavioral health administrative experience is advantageous.
• Prior virtual assistant experience (preferred but not mandatory).
• No medical degree, clinical license, or professional healthcare certification required.

Technical Requirements

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

Skills & Competencies

• Exceptional organizational and time‑management skills.
• Strong written and verbal communication.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Basic data entry and spreadsheet management.
• Adaptability to new software and workflows.
• Commitment to confidentiality and ethical standards.

Career Growth & Learning Opportunities

At brighthush, we believe in nurturing talent. As a Healthcare Administrative Virtual Assistant, you’ll have access to:

• Structured onboarding and mentorship from experienced team members.
• Comprehensive training modules covering Medicaid processes, EHR documentation, compliance, and billing.
• Opportunities to shadow senior administrators and learn advanced workflow optimization.
• Potential to transition into full‑time roles or specialized positions within the organization.
• Regular performance reviews and skill‑development plans.

Work Environment & Company Culture

brighthush fosters a culture of collaboration, transparency, and continuous improvement. Even though you’ll be working remotely, you’ll feel connected through:

• Weekly virtual team huddles and check‑ins.
• Open‑door communication channels with leadership.
• Access to a dedicated HR & Contractor Support Team for any questions or guidance.
• Inclusive, supportive environment that values diversity and work‑life balance.

Compensation & Benefits

We offer competitive hourly rates ranging from $5 to $6 per hour, commensurate with experience and skill level. In addition to your base pay, you’ll enjoy:

• Optional performance‑based incentives and bonuses.
• Access to a premium VPN license upon request for enhanced security.
• HIPAA & cybersecurity training and certification, ensuring you’re fully equipped to handle PHI.
• Top 1% Virtual Assistant performance training, covering communication, client management, and productivity systems.
• Client‑approved U.S. holidays and the flexibility to request paid or unpaid time off.
• Templates, workflow guides, and SOP support to streamline your tasks.
• Optional contractor perks such as additional training resources and tools.

How to Apply

If you’re ready to bring your organizational expertise, proactive mindset, and passion for healthcare administration to brighthush, we’d love to hear from you. Submit your application through our careers portal, and let’s explore how you can make a difference in the lives of our clients and the success of our team.