What are the responsibilities and job description for the ClinicBased Administrative Assistant for ABA Company position at To The Moon?
Benefits : 401(k)
Competitive salary
Benefits / Perks
Competitive Compensation
Supportive, Team-Oriented Environment
PTO, Holidays and Sick Days Available!
10 days PTO
7 paid holidays
5 sick days
Job Summary We are seeking a motivated and compassionate Administrative Assistant to join our team. In this important role, you will provide essential administrative support to our clinicians and staff, ensuring they have the resources and information they need to deliver high-quality care to our clients. You will assist with intake processes, insurance authorizations, appointment scheduling, and general administrative tasks that help our clinic run smoothly. The ideal candidate is highly organized, has excellent communication skills, and is comfortable working in a fast-paced, client-focused environment.
Responsibilities
Answer incoming phone calls, directing them to the appropriate clinician or team member
Schedule appointments and maintain a well-organized calendar to coordinate therapy sessions
Assist families through the intake process, gathering and submitting necessary documents such as insurance authorizations, Verification of Benefits, and other required paperwork
Communicate effectively with families, team members, and insurance providers, ensuring all necessary documentation is submitted on time
Write emails, memos, and letters to internal staff and families, ensuring clear and professional communication
Maintain organized filing systems, including protected health information (PHI), in compliance with HIPAA standards
Contribute to company reports and support the administrative department with day-to-day tasks
Support the Administrative Lead in various projects, including developing and updating office procedures
Learn and implement ABA-specific processes, such as submitting insurance authorizations and handling client intake forms
Qualifications
High school diploma / GED required; Associate’s degree or administrative training preferred
Previous experience as an Administrative Assistant or in a healthcare setting (experience with ABA services is a plus)
Familiarity with standard office equipment (printers, fax machines, etc.)
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Strong organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment
Excellent written and verbal communication skills, with a compassionate and professional demeanor
Knowledge of or willingness to learn about insurance authorizations and billing procedures within the healthcare or ABA field
Experience with HIPAA regulations and handling sensitive patient information is preferred
Holiday schedule! All "closed" holidays are a PTO day.
Martin Luther King Jr. Day (Third Monday in January)
Open
Memorial Day (Last Monday in May)
Closed
Juneteenth (June 19)
Open
Independence Day (July 4)
Closed
Labor Day (First Monday in September)
Closed
Indigenous People’s Day (Second Monday in October)
Open
Veterans Day (November 11)
Open
Thanksgiving Day (Fourth Thursday in November)
Closed
Christmas Eve (December 24)
Closed
Christmas Day (December 25)
Closed
New Year's Day (January 1)
Closed
Why Join Us? We are dedicated to providing a positive and supportive environment for both our clients and our team members. As part of our team, you’ll play a key role in ensuring that the administrative side of our services runs smoothly, allowing our clinicians to focus on delivering life-changing therapy to children and families. This is an excellent opportunity to grow within the field of ABA and healthcare administration.
