Virtual Assistant - ABA Scheduling & Operations Coordinator

About the Job

Job Title: Virtual Assistant – ABA Scheduling & Operations Coordinator
Position Type: Full-Time Independent Contractor
Work Hours: 40 hours per week during U.S. Central Time business hours
Work Days: Monday–Friday
Compensation: $5-6 USD per hour
Workplace: Remote
Preferred Candidate Location: Philippines

Overview

OURS ABA is seeking a highly organized and dependable Virtual Assistant with experience in ABA, behavioral health, healthcare administration, or complex scheduling.

This position will primarily manage therapist and client schedules, make real-time scheduling changes, maintain accurate information across Rethink Behavioral Health, Homebase, and Excel, and assist with billing administration and other operational tasks.

The ideal candidate is detail-oriented, communicates clearly, works independently, and remains available throughout Central Time business hours to address cancellations, coverage needs, and other time-sensitive changes.

Key Responsibilities
Scheduling and Calendar Management
Prepare and maintain weekly schedules for clients, RBTs, and BCBAs.
Coordinate schedules based on client availability, staff availability, authorized service hours, location, and clinical needs.
Make real-time scheduling changes throughout the workday.
Handle cancellations, call-offs, coverage requests, rescheduling, and staff availability changes.
Identify scheduling conflicts, gaps, and unfilled sessions.
Maintain an accurate master schedule in Microsoft Excel.
Ensure schedules remain consistent across all systems.
Communicate scheduling updates promptly to staff, families, and management.
Track scheduled hours to help ensure clients receive their recommended and authorized services.
Rethink and Homebase Management
Create and update client and staff schedules in Rethink Behavioral Health.
Enter and maintain employee shifts in Homebase.
Confirm that Rethink, Homebase, and the master Excel schedule match.
Correct scheduling errors and missing appointments.
Monitor daily schedules and reconcile changes at the end of each day.
Assist with reports and other administrative workflows within Rethink.
Billing and Verification Support
Assist with billing-related administrative tasks.
Verify that scheduled sessions, completed appointments, and documentation align.
Review schedules for missing or incorrect information that could affect billing.
Assist with administrative verification of service hours, provider information, and appointment details.
Maintain billing and documentation tracking spreadsheets.
Follow up on missing information with the appropriate tea ---------- mbers.
Coordinate with management and the billing team to resolve discrepancies.
Communication and Operational Support
Monitor and organize shared email inboxes.
Communicate professionally with parents, therapists, BCBAs, and management.
Track follow-ups, deadlines, and unresolved scheduling issues.
Assist with employee availability, onboarding information, and schedule transitions.
Prepare operational reports and spreadsheets.
Document processes and maintain standard operating procedures.
Perform data entry, research, document organization, and other administrative duties assigned by management.
Required Qualifications
Previous experience with an ABA clinic, behavioral health provider, healthcare organization, or similar setting.
Experience coordinating complex schedules involving multiple clients and employees.
Strong proficiency with Microsoft Excel.
Experience using an EMR or practice-management system; Rethink Behavioral Health experience is strongly preferred.
Familiarity with employee scheduling platforms; Homebase experience is preferred.
Familiarity with healthcare billing and administrative verification workflows.
Understanding of HIPAA compliance and the proper handling of protected health information.
Strong written and verbal English communication skills.
Excellent attention to detail, organization, and time management.
Ability to work independently and manage multiple priorities.
Ability to respond quickly to time-sensitive scheduling changes.
Reliable availability for 40 hours per week during U.S. Central Time business hours.
Experience communicating with parents, RBTs, BCBAs, and administrative teams is preferred.
Tools and Systems Used
Rethink Behavioral Health
Microsoft Excel
Microsoft Outlook
Microsoft Office
Homebase
Availity and other billing or administrative portals
Shared email, cloud-storage, and communication platforms
Background and Communication Requirements
Must speak and write English clearly and professionally.
Must have relevant scheduling, ABA, behavioral health, or healthcare-administration experience.
Must provide an NBI Clearance and/or Local Police Clearance before onboarding.
Must be available for video meetings with the camera on when requested.
Must maintain strict confidentiality and follow all HIPAA and company security requirements.
Must be willing to complete HIPAA and cybersecurity training.
Technical Requirements
Computer: Reliable laptop or desktop capable of running all required systems.
Internet: Stable, high-speed internet connection of at least 10 Mbps; a backup connection is strongly preferred.
Audio: Professional headset with noise cancellation.
Video: Working webcam for virtual meetings.
Workspace: Quiet, private, and professional workspace suitable for handling confidential healthcare information.
Security: Device must be password-protected and used in accordance with OURS ABA’s privacy and cybersecurity requirements.
Contractor Information

This is a full-time independent contractor position. The contractor is responsible for their own taxes and other legal obligations in the Philippines. Continued engagement and increased responsibilities may be available based on reliability, performance, and the operational needs of OURS ABA.