Virtual Assistant - ABA Scheduling & Operations Coordinator

<p><strong>Job Title: Virtual Assistant – ABA Scheduling &amp; Operations Coordinator</strong></p><p><strong>Position type:  </strong>Part Time (20 - 25 hours / week) w/ potential to transition full-time</p><p><strong>Work hours: </strong>To be determined (US Pacific Daylight Time)</p><p><strong>Work days: </strong>To be determined</p><p><strong>Salary: </strong>$5 - $6 per hour </p><p><strong>Job code: </strong>[A-TATGI]</p><p><strong>Workplace: </strong>Remote</p><p><strong>Preferred Candidate Location: </strong>Philippines</p><h3><br/>Overview</h3><p>We are seeking a highly organized Virtual Assistant with experience in ABA (Applied Behavior Analysis) practices to support a growing behavioral health organization. This role focuses primarily on complex scheduling coordination, client communication, and workflow management within the CentralReach EMR system.</p><p>The ideal candidate has prior experience working with ABA clinics or behavioral health providers, is comfortable managing multiple stakeholders (BCBAs, parents, leadership), and can support daily operational workflows remotely.</p><p></p><h3>Key Responsibilities</h3><p><strong>Scheduling &amp; Calendar Management</strong></p><ul><li>Manage ABA therapy service schedules, typically ranging from 15–30 hours per week per client</li><li>Coordinate schedules between BCBAs, executive leadership, and clients</li><li>Handle schedule adjustments and maintain accurate calendars</li><li>Manage Outlook calendars and scheduling tools</li></ul><p></p><p><strong>Client &amp; Parent Communication</strong></p><ul><li>Coordinate introductory meetings and appointments for new clients</li><li>Communicate with parents regarding scheduling and program logistics</li><li>Respond to inquiries and follow up on scheduling or service-related matters</li><li>Maintain professional and timely communication with clients and families</li></ul><p></p><p><strong>CentralReach &amp; Workflow Management</strong></p><ul><li>Use CentralReach EMR for scheduling coordination and operational tracking</li><li>Support recurring workflows and daily operational processes</li><li>Assist with operational reporting and coordination related to client scheduling</li><li>Document processes and update standard operating procedures (SOPs) when needed</li></ul><p></p><p><strong>Administrative Support</strong></p><ul><li>Manage and organize shared email inboxes</li><li>Track follow-ups and accountability items</li><li>Conduct research and data entry tasks</li><li>Coordinate weekly parent training webinars using Acuity Scheduler</li><li>Support phone communication using Weave</li></ul><p></p><p><strong>Billing &amp; Coordination Support</strong></p><ul><li>Assist with benefits verification coordination</li><li>Work closely with the billing team to ensure operational alignment</li><li>Help track documentation and scheduling tied to billing processes</li></ul><p><strong>Requirements</strong></p><h3>Required Qualifications</h3><ul><li>Experience supporting ABA clinics, behavioral health providers, or healthcare administration operations</li><li>Proficiency with CentralReach EMR</li><li>Understanding of HIPAA compliance and healthcare data handling</li><li>Strong organizational and time management skills</li><li>Ability to coordinate schedules across multiple stakeholders, including clinicians and clients</li><li>Strong written and verbal communication skills</li><li>Experience using Microsoft Outlook and Microsoft Office tools</li><li>Ability to work remotely and manage tasks independently</li><li>Experience coordinating with BCBAs or therapy teams</li><li>Familiarity with benefits verification or medical billing workflows</li><li>Experience documenting processes or maintaining SOPs</li></ul><p></p><h3>Tools &amp; Systems Used</h3><ul><li>CentralReach EMR</li><li>Microsoft Outlook &amp; Microsoft Office Suite</li><li>Acuity Scheduler</li><li>Weave phone system</li><li>Canva (basic usage for internal or parent-facing materials)</li></ul><p></p><h3>Basic requirements</h3><ul><li>Must be proficient in speaking and writing English very clearly</li><li>Must have relevant work experience</li><li>Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]</li><li>Must be available for video meetings with your camera on (when needed)</li></ul><p></p><h3>Technical requirements</h3><ul><li><strong>Device: </strong>Reliable laptop or desktop computer.</li><li><strong>Internet:</strong> High-speed connection (minimum 10 Mbps).</li><li><strong>Audio: </strong>Noise-canceling headset.</li><li><strong>Video:</strong> Webcam for virtual meetings.</li><li><strong>Workspace: </strong>Quiet, professional environment.</li></ul><p><strong>Benefits</strong></p><ul><li>Dedicated HR &amp; Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.</li><li>Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.</li><li>HIPAA &amp; Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.</li><li>Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.</li><li>Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.</li><li>Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.</li><li>Access to Tools &amp; Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.</li><li>Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.</li></ul><p></p><p><em>These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.</em></p>