About the job
Job Title: Virtual Assistant – ABA Scheduling & Operations Coordinator
Position Type: Part Time (20 - 25 hours/week) with potential for full-time transition
Work Hours: To be determined (US Pacific Daylight Time)
Salary: $5 - $6 per hour
Workplace: Remote
Job Overview
Join our dynamic team at Winning Assistants, where we are dedicated to enhancing the lives of individuals through applied behavior analysis. We are in search of a meticulously organized Virtual Assistant experienced in ABA practices to bolster our growing behavioral health organization. Your primary responsibilities will involve intricate scheduling coordination, managing client communications, and ensuring smooth operational workflows utilizing the CentralReach EMR system.
The ideal candidate should possess prior experience with ABA clinics or behavioral health providers, demonstrate a knack for managing diverse stakeholders (BCBAs, parents, leadership), and effectively support remote operational workflows.
Key Responsibilities
Scheduling & Calendar Management
- Oversee ABA therapy service schedules, typically ranging from 15–30 hours per week for each client.
- Coordinate schedules among BCBAs, executive leadership, and clients.
- Facilitate schedule adjustments and maintain precise calendars.
- Utilize Outlook calendars and scheduling tools efficiently.
Client & Parent Communication
- Organize introductory meetings and appointments for new clients.
- Engage with parents regarding scheduling and program logistics.
- Respond to inquiries and follow up on scheduling or service-related issues.
- Maintain professional and timely communication with clients and families.
CentralReach & Workflow Management
- Utilize CentralReach EMR for scheduling coordination and operational tracking.
- Assist in supporting recurring workflows and daily operational processes.
- Help with operational reporting and coordination related to client scheduling.
- Document processes and update standard operating procedures (SOPs) as necessary.
Administrative Support
- Manage and organize shared email inboxes.
- Track follow-ups and accountability items.
- Conduct research and data entry tasks.
- Coordinate weekly parent training webinars using Acuity Scheduler.
- Support phone communication using Weave.
Billing & Coordination Support
- Assist with benefits verification coordination.
- Collaborate closely with the billing team to ensure operational alignment.
- Help track documentation and scheduling tied to billing processes.

