Appointment & Data Verification Assistant

Position Overview

We are seeking an Appointment & Data Verification Assistant to join our team at an Autism and Mental Health Services agency dedicated to supporting children and families. This role plays a key part in ensuring accurate billing, payroll processing, and compliance with documentation requirements. The ideal candidate is tech-savvy, detail-oriented, proactive, and customer-service oriented, with a strong ability to manage multiple systems and communicate effectively with clinical staff. While ABA experience is not required, prior experience in billing, coding, or data entry is highly preferred.

Key Responsibilities

• Manage appointment administration and assist with NPA form updates for Supervisors (SVs) and Program Directors (PDs), primarily during NPA locking periods.

• Run daily FLEX reports to identify billing corrections and payroll updates; send locking instructions to new staff.
• Send email and text reminders to staff regarding NPA or payroll needs.
• Support drive time, mileage, and lunch verification and ensure accurate entry.
• Maintain and update the Drive Time/Mileage (DT/M) tracker as corrections are made for graduation programs.
• Organize and maintain the Payroll Support Thread, ensuring bi-weekly reports and verifications are accurate to close and finalize payroll.
• Provide support during payroll processing, including scheduling support for payroll-related needs.
• Assist with ROI (Release of Information) and Change of Address follow-up with clinical staff.
• Prepare and track Parent Verification Forms (PVFs) for NBRC/CCS, organizing forms and following up with guardians.
• Update session locations based on Change of Address tracker.
• Assist in final overtime/mileage verification for payroll.
• Set up Parent Portal access as needed.
• Maintain and update the ABA email roster for monthly newsletters.
• Support termination verification, including following up on Staff Status updates for the NPA roster.
• Provide training support as needed.

• Assist with additional administrative tasks as required.

Qualifications

• Experience:

  • Minimum 1–2 years of administrative experience in medical billing, data entry, or coding.
  • Experience in healthcare, behavioral health, or related field is a plus.
• 
  Technical Skills:
  • Proficient in Microsoft Excel (filtering, sorting, data manipulation, pivot tables, formulas). Running reports until completion.
  • Comfortable learning and navigating various systems (e.g., NPA by Ensora Health platform).
  • Experience using NPA Program by Ensora Health is a plus
• 
  Soft Skills:
  • Proactive problem solver – Able to identify issues, dig into the root cause, and follow through without constant oversight.
  • Strong customer service mindset – Will regularly interact with clinical staff to obtain signatures, update session/location/codes, and clarify documentation needs.
  • Collaborative and responsive – Works well across departments and communicates effectively with both peers and clinicians.

  • Self motivation- constant communication and being able to take lead on projects.

Requirements

• High school diploma or equivalent (required)

• Reliable computer, workspace, and internet connection (required)
• Willingness to learn, grow, and contribute to a team-oriented culture

• Ability to obtain FBI & DOJ clearances

Work Setting

This is a remote position, but candidates must have:

• A fast computer with strong processing capabilities (to handle multiple systems efficiently).

• A designated, quiet work environment free of distractions.
• A monitor or dual screens for efficient multitasking (preferred).

• Tablets are not acceptable for this role.

• 9 am to 5:30 pm PST;
• Flexibility to work weekends/holidays* is a must.
• The candidate must be able to work in the Pacific time zone.

At BTS, you’ll find a long-term career with mentorship, training, and growth opportunities. We collaborate with compassion and respect individuality, fostering an environment where everyone can thrive and grow.

Pay & Benefits

• Competitive pay: $20–$23/hour, based on experience.

• Shadowing opportunities and hands-on mentorship to build confidence
• Supervision hours and internship support for those pursuing BCBA, LMFT, or LCSW credentials
• Medical, dental, and vision insurance (for employees working 30+ hrs/week)
• 401(k) retirement plan, for those who have accrued 1000 hours of service within 12 months.
• Aflac supplemental insurance options (for employees working 30+ hrs/week)
• LifeCare Employee Assistance Program: includes free confidential counseling, referrals, and wellness resources

• LifeMart Employee Discount Program: exclusive savings on everyday purchases and services

About Us

BTS is a leader in Behavioral and Mental Health care and a pillar in the communities we serve. We are a privately owned agency based in Napa, CA. Founded in 2015 by a BCBA and a Marriage and Family Therapist, we serve children and families across multiple counties through behavior therapy, family support, and skill-building programs.

Our mission is to help every person we serve, from the families in our care to the professionals on our team, feel supported, empowered, and inspired to grow. We meet people where they are and walk with them every step of the way.

We’re building a future where doing the right thing for people is the business model. BTS is known for exceptional care, an extraordinary culture, and a team that’s proud to grow here. Our values guide everything we do: we commit to excellence, lead with purpose, and collaborate with compassion. We foster a diverse and inclusive workplace where every team member feels seen, valued, and encouraged to thrive.

Ready to take the next step in a career that changes lives?
If you're looking for a fulfilling career where you can make a lasting impact, apply now to become part of our team at Burnett Therapeutic Services!