About this role
Role Description
We are seeking a highly organized, proactive, and detail-oriented Healthcare Administrative Virtual Assistant to help manage Medicaid authorizations, maintain accurate client records, coordinate administrative follow-ups, and support therapist onboarding and compliance.
This role is ideal for someone who enjoys keeping things organized, takes initiative, and can provide dependable administrative support. Previous ABA experience, Medicaid authorization expertise, and Omni Practice proficiency are not required, as training and an operations manual will be provided.
Qualifications
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; experience with Omni Practice 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. Must have relevant administrative experience and be willing to learn client-specific healthcare workflows.
Requirements
Must be proficient in speaking and writing English clearly and professionally. Must have relevant administrative, documentation, or coordination experience. Strong attention to detail and ability to accurately monitor deadlines, authorizations, and records. Highly organized, proactive, and capable of managing tasks independently without constant supervision. Patient, compassionate, and supportive, with the ability to provide gentle reminders and help practice leadership stay accountable. Resourceful and comfortable coordinating with therapists and case managers across multiple counties. Strong communication skills, including providing regular updates and following through on outstanding requirements. Understanding of HIPAA and patient confidentiality requirements. Willingness to learn new systems and processes using client-provided training and an operations manual. Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding (mandatory). Must be available for video meetings with the camera on when needed.
Benefits
Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. HIPAA & 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. 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. Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. 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. Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.