Healthcare Compliance Coordinator

ISTA Personnel Solutions South Africa is a dynamic and fast-growing BPO company based in South Africa, specialising in providing top-tier operational support to U.S.-based companies. We are not a recruitment agency — we act as a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are looking for a highly organised and detail-oriented Healthcare Compliance Coordinator to support a U.S.-based client providing ABA Therapy Services (Board Certified Behaviour Analysts (BCBAs) / Registered Behaviour Technicians (RBTs).

In this role, you will be responsible for ensuring that session notes are submitted and verified on time by field staff. You will pull daily reports on the Rethink platform, identify any unsubmitted or unverified notes from the previous day, and follow up with RBTs by email, phone and text to remind and assist them in completing their documentation.

The role is primarily staff-facing. You will be in regular contact with RBTs, offering friendly and supportive reminders rather than enforcing compliance in a way that causes discomfort. Where technical issues or barriers prevent submission, you will identify them and escalate to the supervisor where necessary.

This is an ideal opportunity for someone who enjoys working with structured processes, maintaining accurate records, following up on outstanding information, and ensuring that no session note or team member is overlooked.

PLEASE NOTE:

• Working Hours: Monday – Friday, 3:00 PM – 00:00 AM SAST (subject to daylight saving time).
• Public Holidays: This role requires work on all South African public holidays. Compensation for SA public holidays will be in accordance with the BCEA.
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.
• Work Environment: Fully remote (must be located in South Africa)

Responsibilities:

• Run daily reports on the Rethink platform to identify unsubmitted or unverified session notes from the previous day.
• Follow up with RBTs via email, phone, and text to remind and assist them in completing their session notes.
• Use existing email templates to keep communication consistent.
• Identify technical issues or barriers that prevent timely submission and escalate concerns to the supervisor when necessary.
• Maintain accurate records of all follow-up communications and outcomes.
• Build positive, supportive relationships with field staff to encourage compliance without causing discomfort.
• Collaborate with team members to resolve recurring issues and improve the submission process.

Requirements:

• Familiarity with Applied Behaviour Analysis (ABA) practices and the role of RBTs is highly advantageous.
• Proficiency in using electronic health record systems; experience with the Rethink platform is a plus.
• Strong verbal and written English communication skills, with the ability to convey reminders and instructions clearly and empathetically.
• Strong organizational skills and the ability to manage a high volume of daily follow-ups, ensuring no RBT is overlooked.
• Problem-solving skills to identify what is holding up note submission and work with the team on solutions.
• Approachable, friendly demeanour with the ability to build good working relationships.
• Ability to maintain confidentiality and handle sensitive information professionally. (HIPAA)

Beneficial:

• Understanding of ABA terminology and why session notes matter for tracking client progress.
• Experience in a compliance or quality assurance role within a healthcare setting.
• Ability to adapt your communication style to different personalities and situations.

If you are not contacted within 14 working days, please consider your application unsuccessful.