Scale Army Careers·29 days ago
This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.
Our client is a U.S.-based Applied Behavior Analysis (ABA) therapy provider delivering structured, compliance-driven services to families and clinical teams. The organization operates with a strong focus on process accuracy, documentation integrity, and operational consistency, relying on clearly defined systems and workflows to support long-term client care and internal coordination.
Fully-Remote (Work from Home) | 9 AM - 5 PM EST
The Administrative & Operations Assistant will manage the end-to-end administrative and operational lifecycle of the organization, ensuring accuracy, compliance, and consistency across client intake, insurance authorizations, clinical records, HR workflows, and payroll preparation.
This role is highly detail-oriented and process-driven. The Coordinator will follow a structured training manual and work daily across multiple systems to ensure that no step is missed from a client’s first inquiry through the start of care and ongoing service delivery.
This role will begin at 30 hours per week, with the potential to increase to 40 hours as responsibilities expand.
Verify client benefits, eligibility, and ABA coverage through U.S. insurance providers and payer portals
Own and track the full authorization lifecycle, from submission through approval
Ensure services are never delivered without an active authorization
Manage the new client pipeline from initial inquiry phone call to start of care
Send, track, and manage digital intake forms and questionnaires
Audit submitted documentation for completeness and follow up with parents as needed
Perform daily audits of clinical notes against scheduled sessions
Verify accuracy of billed time, CPT codes, and documentation quality
Identify and resolve discrepancies before they result in billing issues
Support hiring and onboarding processes by organizing and uploading personnel documentation
Maintain up-to-date employee profiles and credentials within internal systems
Track credential expirations and notify staff in advance of renewal deadlines
Review and reconcile employee hours on a biweekly basis
Separate billable and non-billable time accurately
Identify and flag discrepancies prior to payroll processing
Experience supporting administrative, operations, or coordination roles in a process-driven environment
Experience working with insurance verification, authorizations, or compliance-based workflows
Background supporting healthcare, therapy, or clinical operations is relevant
Fluent English communication skills, written and verbal
Strong ability to learn and navigate multiple software platforms
Expert-level organization and process tracking skills
Exceptional attention to detail and accuracy
High reading comprehension and ability to follow step-by-step procedures precisely
Ability to manage multiple ongoing tasks without losing visibility
Families experience clear, compassionate, and supportive communication at every touchpoint.
Administrative processes, documentation, and follow-ups are handled accurately and on time.
Internal systems remain organized, reliable, and easy for the team to access.
Strong relationships are built with families, providers, and internal staff based on trust and care.
This role offers the opportunity to become a long-term, core member of a growing healthcare organization. You will gain deep exposure to U.S.-based healthcare operations, work closely with structured systems and processes, and play a critical role in ensuring compliance, accuracy, and operational continuity across the business.
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