Spanish Bilingual ABA Intake & Scheduling Virtual Assistant

We are hiring a Spanish Bilingual ABA Intake & Scheduling Virtual Assistant to support a U.S.-based ABA therapy clinic.

This is not a general admin role. We are looking for someone with experience in ABA, autism services, behavioral health, therapy clinics, pediatric healthcare, medical intake, clinical scheduling, or U.S. healthcare virtual assistant work.

Spanish-speaking ability is strongly preferred because this role may involve parent follow-up, intake paperwork, scheduling, and communication with Spanish-speaking families.

Location: Remote, Philippines
Schedule: Full-time, 40 hours/week
Hours: U.S. Eastern Time business hours
Pay: $500–$700 USD per month, based on experience, Spanish ability, and healthcare background

Responsibilities:
- Follow up with parents in English and Spanish about intake packets, registration forms, consent forms, missing paperwork, signatures, and appointments
- Help schedule clients, RBTs, BCBAs, assessments, parent meetings, and make-up sessions
- Track RBT availability, attendance updates, call-outs, and schedule changes
- Track intake packets, registration forms, consents, IDs, diagnosis documents, insurance cards, and required paperwork
- Keep client files and staff files organized
- Update Passage Health with scheduling, client, staff, and documentation-related information as needed
- Use Google Sheets or Excel to maintain intake, scheduling, onboarding, and daily task trackers
- Use DocuSign to track registration packets, consents, parent forms, and staff forms
- Track offer letters, handbook forms, IDs, certifications, CPR/First Aid, background check items, and onboarding paperwork
- Use Gusto to help track onboarding, payroll setup items, staff documents, and orientation items
- Follow up with parents, staff, clinicians, and vendors on pending items
- Give regular updates on what is completed, what is pending, and what needs attention

Experience preferred:
- Spanish-speaking parent/patient support experience
- ABA clinic admin experience
- Healthcare virtual assistant experience
- Medical intake or clinical scheduling experience
- Experience working with RBTs, BCBAs, therapists, patients, or parents
- Experience with Passage Health, CentralReach, Rethink, Catalyst, TherapyNotes, SimplePractice, Office Ally, Availity, Gusto, DocuSign, Google Workspace, Google Sheets, Excel, phone systems, Slack, Google Chat, or Microsoft Teams

Requirements:
- Strong English communication skills
- Strong Spanish communication skills preferred
- Comfortable making follow-up calls, emails, and messages
- Strong organization with forms, files, trackers, and pending tasks
- Comfortable using spreadsheets and online systems
- Able to work independently during U.S. Eastern Time hours
- Reliable with daily updates and task follow-through
- Must understand confidentiality and HIPAA expectations

To apply, please answer these questions:

1. Do you have ABA, behavioral health, therapy clinic, medical intake, clinical scheduling, or U.S. healthcare VA experience?
2. Can you speak and write in Spanish? Please describe your Spanish level.
3. Have you communicated with Spanish-speaking patients, parents, or clients before?
4. Have you worked with RBTs, BCBAs, therapists, patients, or parents before?
5. What software have you used?
6. Can you work U.S. Eastern Time business hours?
7. Is $500–$700 USD per month acceptable for full-time remote work?

Applications that do not answer these questions may not be reviewed.