A Medical Practice Manager manages a medical practice office for a group of physicians or other health care providers. Works with clinicians and hires and supervises administrative staff. Oversees business operations and office administration, including scheduling, bookkeeping, billing, medical records and equipment and supply orders.
$22.00 - $27.00 / hour (Based on experience) About Spectrum Transformation Group For 16 years, Spectrum Transformation Group has been a trusted pioneer in the Virginia behavioral health community. We hold the proud distinction of being thevery first licensed ABA program in the Commonwealth of Virginia. At Spectrum, we do things differently. We aren't a corporate, high-volume "big box" provider. We are a locally rooted, multidisciplinary team dedicated to integrity, collaboration, and clinical excellence. We believe that to take the best care of our clients, we must take the best care of our staff. Here, you will find a warm, supportive, and professional environment that truly values work-life balance, open communication, and mutual respect. The Opportunity We are seeking an organized, proactive, and collaborative ABA Practice Coordinator to serve as the operational backbone of our ABA department. Working in direct partnership with our Clinical Director, you will bridge the gap between clinical necessity and administrative execution. This is a vital role designed to provide high-level administrative, operational, and facility support so that our clinical team can focus on delivering high-quality care, allowing our program to strategically grow and thrive. If you are a master of logistics, a proactive problem-solver, and someone who thrives on keeping a clinic running like clockwork, we want to meet you!
Essential Duties Daily Schedule Coordination:
Manage the daily scheduling calendar for clients and staff, addressing last-minute schedule adjustments and cancellations to ensure consistent service delivery.
Authorization & Billing Support:
Coordinate the administrative side of the insurance authorization process, including entering authorization data into the EHR, verifying client benefits, and assisting with billing code accuracy.
Intake & Onboarding Support:
Assist with the administrative onboarding of new families, including logging referrals, distributing intake packets, and collecting necessary client documentation and payments.
Administrative Compliance Tracking:
Help monitor departmental deadlines for clinical documentation and authorizations, sending routine reminders to the team to support timely submissions.
Internal Department Liaison:
Act as a point of contact between the clinical team and the agency's administrative departments to assist with billing inquiries and general clinic supply coordination.
Clinic Environment Oversight:
Assist in maintaining a safe, clean, and organized clinic environment, reporting any facility maintenance or supply needs to leadership.
Have at least 2-3 years of administrative, scheduling, or coordinator experience in a medical office, pediatric therapy, or behavioral health setting. If you have worked in an ABA clinic before, that's fantastic, but we are happy to train the right person. Comfortable with
Insurance & Medicaid:
You understand how commercial insurance and Medicaid prior authorizations work. You are confident calling payors to verify benefits, resolve authorization issues, and navigate billing codes.
Systems Savvy:
You are highly proficient with Excel or Google Sheets and have direct experience working with EHR systems (familiarity with Passage Health is helpful).
A Great Communicator:
You possess the professional diplomacy and assertiveness required to hold staff to deadlines while maintaining warm, positive working relationships.
Resilient & Organized:
You stay calm under pressure (like last-minute schedule changes or staff call-outs) and can manage multiple administrative tracks without losing attention to detail.
Education:
A high school diploma or equivalent is required, along with solid, relevant experience in a healthcare office. A bachelor's degree is welcome, but we prioritize practical, real-world experience. Benefits & Perks Medical, Dental, and Vision insurance plans with a supportive employer contribution to keep you and your family healthy. Generous Paid Time Off (PTO)
Paid Holidays Work-Life Balance Day:
A unique, flexible paid day off dedicated entirely to your personal well-being—use it when you just need a day for yourself. Work in a warm, collaborative, and non-corporate environment where your contributions are noticed and valued daily. Work directly alongside our leadership team, gaining valuable experience in healthcare operations and administration.
To Apply:
Please click here (www.spectrumtgrp.com/job-board) to fill out our job application online. You can also submit your resume and cover letter to . Spectrum Transformation Group is an Equal Opportunity Employer.
Pay:
$22.00 - $27.00 per hour
Benefits:
Dental insurance Health insurance Paid time off Retirement plan Vision insurance
