Remote Part‑Time ABA Practice Operations & Medical Billing Virtual Assistant – 20 Hours/Week – Healthcare Administration & Insurance Coordination Specialist

About brighthush

brighthush is a forward‑thinking U.S. healthcare practice dedicated to delivering high‑impact Applied Behavior Analysis (ABA) therapy to children and families across the nation. Our mission is to empower every client through evidence‑based interventions while maintaining operational excellence. We blend clinical expertise with cutting‑edge technology, creating a supportive environment for patients, clinicians, and staff alike. As we continue to expand our footprint, we are seeking a highly organized, tech‑savvy Virtual Assistant to become an integral part of our remote team and help keep our practice running like a well‑oiled machine.

Why This Role Matters

In the fast‑moving world of ABA therapy, clinicians need to focus on delivering life‑changing care, while the behind‑the‑scenes administrative engine ensures that appointments are scheduled, claims are filed, and families receive timely communication. As the Remote Part‑Time ABA Practice Operations & Medical Billing Virtual Assistant, you will be the linchpin that connects families, insurers, therapists, and technology platforms. Your work will directly impact the speed of reimbursement, the clarity of client communication, and the overall efficiency of brighthush’s operations.

Core Responsibilities

Practice Administration & Client Coordination

• Respond promptly to all inbound emails, phone calls, text messages, and WhatsApp inquiries, ensuring a professional and compassionate tone.
• Guide new families through the intake journey: collect required documentation, verify eligibility, and schedule initial assessments.
• Maintain an up‑to‑date client database, tracking key dates, documentation status, and follow‑up actions.
• Send automated and personalized appointment reminders, manage rescheduling requests, and document missed calls.
• Serve as the primary point of contact for families, insurance representatives, and internal team members, fostering trust and clarity.

Medical Billing & Insurance Coordination

• Prepare and submit ABA therapy claims daily via Office Ally, applying accurate CPT codes and ensuring complete documentation.
• Monitor claim status, identify unpaid, rejected, or denied submissions, and initiate appeals or follow‑up communications to secure payment.
• Post payments, reconcile copays, and manage secondary insurance responsibilities, keeping the accounts receivable ledger current.
• Generate weekly billing performance reports, highlighting trends, outstanding balances, and opportunities for process improvement.
• Verify insurance eligibility, benefits, and authorizations using Availity and other payer portals, including specialized Tricare West workflows.
• Maintain a comprehensive library of payer guidelines, coding updates, and policy changes to ensure compliance.

Systems Management & Technical Support

• Organize, maintain, and troubleshoot core healthcare and administrative platforms, including Motivity, Office Ally, Availity, Microsoft 365, and Google Voice.
• Provide first‑line technical assistance for scheduling, client records, clinical documentation, and data collection tools.
• Resolve software glitches, coordinate with vendor support teams, and document solutions for future reference.
• Manage shared folders, document storage, and version control to guarantee data integrity and HIPAA compliance.
• Assist with electronic signature workflows using DocuSign and PandaDoc, ensuring contracts and consent forms are completed accurately.
• Create, update, and disseminate Standard Operating Procedures (SOPs), checklists, and workflow trackers that streamline daily operations.

Recruitment, Onboarding & Marketing Support

• Post job openings on relevant platforms, screen resumes, and conduct initial candidate outreach.
• Schedule interviews, track hiring documentation, and coordinate background checks in partnership with the HR team.
• Maintain organized recruitment records and support the onboarding of new hires, ensuring a smooth transition into the brighthush culture.
• Assist the marketing team with lead tracking, inquiry management, and basic administrative tasks that support outreach campaigns.

Essential Qualifications

• Minimum 2 years of hands‑on experience in ABA practice administration, medical billing, or a closely related healthcare support role.
• Deep familiarity with ABA billing processes, including CPT coding, claim submission, authorizations, denials, and appeals.
• Proven experience handling Tricare West billing and authorization workflows.
• Strong command of medical billing systems, insurance portals, and eligibility verification tools.
• Excellent written and verbal English communication skills, with a professional and empathetic demeanor.
• Comfortable using email, phone, text, WhatsApp, and video‑conference tools for client and team interaction.
• Tech‑savvy, resourceful, and able to learn new software platforms independently and quickly.
• Exceptional organizational abilities, meticulous attention to detail, and a track record of reliability and accountability.
• Demonstrated ability to multitask, prioritize competing demands, and work autonomously with minimal supervision.

Preferred Qualifications

• Direct experience supporting an ABA therapy practice in both administrative and billing capacities.
• Hands‑on proficiency with Office Ally, Motivity, and Availity platforms.
• Knowledge of major payer workflows such as Blue Shield, Health Net, and Cigna/Evernorth.
• Advanced skills in Microsoft 365, Outlook, Google Voice, DocuSign, or PandaDoc.
• Background in recruitment coordination, staff onboarding, or broader healthcare practice operations.
• Experience developing SOPs, maintaining trackers, and driving continuous‑improvement initiatives.
• Bilingual ability in English and Spanish is a plus, though not required.

Basic Requirements

• Clear, professional English speaking and writing abilities.
• Relevant work experience in healthcare administration or medical billing.
• Ability to provide an NBI Clearance and/or Local Police Clearance prior to onboarding.
• Willingness to attend video meetings with camera on when required.

Technical Requirements

• Reliable laptop or desktop computer meeting minimum performance specifications.
• Stable high‑speed internet connection (minimum 25 Mbps download/upload).
• Noise‑cancelling headset for clear audio during calls and virtual meetings.
• Functional webcam for video conferencing.
• Quiet, professional workspace that complies with confidentiality standards.

Skills & Competencies for Success

• Analytical Thinking: Ability to interpret claim data, identify patterns of denials, and propose corrective actions.
• Customer‑Centric Mindset: Prioritizing the experience of families and clinicians in every interaction.
• Time Management: Managing a 20‑hour weekly schedule while meeting strict claim‑submission deadlines.
• Problem‑Solving: Quickly diagnosing system issues and escalating when necessary.
• Collaboration: Working seamlessly with remote clinicians, practice managers, and external vendors.
• Compliance Awareness: Understanding HIPAA, HITECH, and other privacy regulations governing patient data.

Career Growth & Learning Opportunities

brighthush is committed to the professional development of every team member. As a Virtual Assistant, you will have access to a robust learning ecosystem designed to expand your expertise and open new career pathways.

• HIPAA & Cybersecurity Certification: Comprehensive training that culminates in a recognized certification, enhancing your marketability.
• Specialized ABA Billing Workshops: Monthly webinars covering the latest payer updates, coding changes, and best‑practice billing strategies.
• Performance Coaching: One‑on‑one mentorship with senior practice managers and billing experts to refine your skills.
• Pathways to Advancement: High‑performing assistants may transition into senior administrative roles, dedicated billing specialist positions, or even clinical support roles such as Practice Operations Manager.
• Cross‑Functional Exposure: Opportunities to collaborate with the marketing, HR, and technology teams, broadening your understanding of the full practice ecosystem.

Work Environment & Company Culture

Even though this is a remote position, brighthush cultivates a vibrant, inclusive, and collaborative culture that makes every team member feel connected and valued.

• Virtual Community: Weekly stand‑ups, monthly all‑hands meetings, and informal “coffee chat” sessions to keep the team bonded.
• Open Communication Channels: Slack, Microsoft Teams, and email are used for real‑time collaboration and knowledge sharing.
• Recognition Programs: Regular shout‑outs, milestone awards, and performance‑based bonuses celebrate achievements.
• Flexibility Within Structure: Core hours are 10:00 AM‑2:00 PM PT, but you may adjust within that window to accommodate personal commitments.
• Supportive HR & Contractor Services: A dedicated team is available to answer questions, resolve issues, and provide guidance on compliance and best practices.

Compensation, Perks & Benefits

We offer a competitive hourly rate of $6–$7 USD per hour, paid bi‑weekly. In addition to the base compensation, you will enjoy a suite of benefits designed for remote contractors.

• Optional VPN license to safeguard client data and enhance privacy.
• Access to proprietary templates, workflow guides, and productivity tools tailored to brighthush’s operations.
• Performance‑based incentives, including bonuses or additional hours for exceptional results.
• U.S. holiday observance (client‑approved) with paid or unpaid time off, depending on the client’s policy.
• Optional health and wellness resources, such as virtual fitness classes, mindfulness sessions, and mental‑health support.
• Opportunities to earn certifications and attend industry conferences at a reduced cost.

All benefits are provided as part of an independent contractor arrangement and are not classified as employee benefits.

How to Apply

If you are ready to join a mission‑driven, technology‑forward team that values precision, compassion, and continuous growth, we want to hear from you. Click the link below to submit your resume, cover letter, and any relevant certifications. Take the first step toward a rewarding remote career with brighthush.