RBT Administrative Assistant

Pediatric Speech Lab (PSL)

Location: Waldorf, Maryland
Employment Type: Full-Time | 40 Hours Per Week
Administrative Rate: $25.00/hour
RBT Rate: Current RBT hourly rate remains unchanged

Position Summary

Pediatric Speech Lab is seeking a highly organized, dependable, and proactive RBT Administrative Assistant to support the daily administrative and operational functions of our ABA program while continuing to provide clinical RBT services.

This position is ideal for an RBT who enjoys working with children and families while also having strong administrative, organizational, communication, and problem-solving skills.

The RBT Administrative Assistant will play an important role in coordinating ABA schedules, supporting client intake, managing insurance authorizations, maintaining accurate records, communicating with families and staff, and assisting with overall clinic operations.

The successful candidate must be comfortable working in a fast-paced environment where schedules and priorities may change frequently.

Schedule

Full-Time: 40 hours per week

• 8:30 AM – 12:00 PM: Administrative responsibilities
• 1:00 PM – 6:30 PM: Clinical/RBT responsibilities
• Afternoon availability 2–3 days per week is preferred
• Schedule may vary based on clinical and administrative needs

Compensation & Benefits

• $25.00/hour for administrative hours
• Current RBT hourly rate remains unchanged for RBT/clinical hours
• Standard company benefits
• Aflac benefits available
• Full-time position: 40 hours per week

Key Responsibilities

ABA Scheduling & Coordination

• Create, maintain, and adjust ABA therapy schedules for clients and therapists.
• Coordinate therapist availability and ensure appropriate coverage.
• Manage schedule changes related to cancellations, staffing, and client needs.
• Communicate schedule changes promptly to staff and families.

Client & Family Communication

• Serve as a primary point of contact for parents and caregivers.
• Communicate appointment confirmations, cancellations, rescheduling, and general clinic announcements.
• Provide professional, compassionate, and responsive customer service.

Client Intake & Credentialing

• Assist with onboarding new clients and creating client profiles.
• Collect and maintain required intake documentation.
• Assist with therapist onboarding and credentialing.
• Ensure required credentials and documentation remain current.

Insurance Authorizations & Billing Support

• Track, obtain, and maintain ABA insurance authorizations.
• Monitor authorization expiration dates and assist with renewals.
• Communicate with insurance providers regarding authorization status.
• Collect client copays.
• Assist with billing inquiries and discrepancies.
• Maintain accurate authorization and billing records.

Records & Technology

• Enter and update patient information accurately in the electronic health record system.
• Maintain complete and organized client documentation.
• Update records following appointments.
• Utilize clinic management software and EHR systems, including Motivity when applicable.
• Maintain HIPAA compliance and confidentiality at all times.

Administrative & Operational Support

• Assist with daily opening and closing procedures.
• Maintain an organized and professional reception and administrative area.
• Distribute clinic-wide announcements and internal communications.
• Conduct research related to insurance requirements, ABA processes, and operational improvements.
• Assist leadership with administrative tasks and special projects.
• Participate in staff meetings, training, and professional development.

Qualifications

• High school diploma or equivalent required.
• Current RBT certification required.
• Minimum of 2 years of administrative experience preferred/required, including scheduling, phones, documentation, or similar responsibilities.
• Experience working in a medical office, pediatric setting, ABA clinic, or rehabilitative healthcare environment highly preferred.
• Familiarity with medical terminology, patient scheduling, and medical records preferred.
• At least 1 year of medical billing experience preferred.
• Experience with Motivity or similar clinical/EHR software preferred.
• Strong computer skills, including Microsoft Office and Adobe.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize in a fast-paced environment.

What We Are Looking For

The ideal candidate is:

• Organized, dependable, and detail-oriented
• Compassionate and comfortable working with children and families
• A strong communicator and team player
• Flexible and able to adapt to changing schedules and priorities
• Proactive and comfortable working independently
• Resourceful and solution-oriented
• Coachable and eager to learn
• Professional and committed to maintaining confidentiality
• Comfortable balancing administrative responsibilities with clinical RBT services

Physical Requirements

The position requires the ability to sit and/or stand for extended periods, communicate effectively with clients and staff, and occasionally bend, reach, kneel, stoop, climb stairs, or lift/move items weighing up to 25 pounds.

Reasonable accommodations may be provided for qualified individuals with disabilities.