About the Organization
A growing, clinician-led, home- and community-based Applied Behavior Analysis (ABA) provider serving children and families. Services are funded through commercial insurance and public/regional funding programs.
This role is for someone who understands healthcare operations and enjoys using data to make them run better. The Operations & Data Analyst connects the administrative and clinical teams with the families and payers they support. The work combines reporting, utilization analysis, family outreach, payer data requests, billing support, and cross-team operational follow-through.
The ideal candidate is analytical and KPI-driven, comfortable in healthcare or behavioral health, and persuasive in a friendly, professional way—someone who can read the numbers, draw a conclusion, explain it clearly, and bring people along with the plan.
This is a growing organization, so the responsibilities below represent the core of the role today; additional areas of ownership may develop as business needs evolve.
What You’ll Do
- Reach out to families by phone, text, and email to capture and confirm each client’s session availability in the practice-management platform so the scheduling team can build accurate, consistent schedules.
- Review utilization reports, identify clients running below authorized hours, and explain the situation clearly and warmly to caregivers, including what changes would help and why it matters for staying in compliance with the authorization.
- Follow up persistently and creatively with families who are difficult to reach, while maintaining clean notes on every contact.
- Support the Client Intake & Scheduling Coordinator with data cleanup and validation as the organization completes a platform migration.
ONGOING RESPONSIBILITIES
- Reporting & KPIs: Own key metrics. Build and maintain reports and dashboards in the practice-management platform and Google Sheets, and put existing reports to work. Cover clinical data, staffing and availability, utilization, payroll, and billing. Spot trends early and summarize them for leadership in plain language.
- Team performance tracking: Track staff-level metrics such as cancellations, session delivery, and other targets weekly, monthly, and quarterly. Identify where performance is behind target, document it, and report the numbers and recommended follow-up to leadership.
- Payer & clinical data requests: Respond to requests from insurance payers and public/regional funding organizations for clinical information, session data, or supporting documentation. Gather required information from internal systems, coordinate with the clinical team when information is missing, and respond accurately and on time.
- Family utilization outreach: Use data to have persuasive, professional conversations with families about attendance, availability, and expanding hours so clients can receive the full benefit of their treatment plan.
- Cross-team operations: Serve as a connector across intake, scheduling, HR, and clinical teams. Identify work that is falling between functions and help move it forward. Support intake, authorization tracking, and general operations as priorities shift.
- Billing support: Support insurance and public/regional funding billing by helping prepare and submit claims, reviewing rejections and denials, investigating issues, gathering missing information, and supporting resubmission. Work with the billing vendor to help improve days in A/R.
- Process & measurement: Help define the KPIs that matter, document how they are measured, and maintain data integrity.
What We’re Looking For
MUST HAVE
- Healthcare or behavioral health operations experience, ideally in a client- or patient-facing setting such as scheduling, intake, authorizations, utilization, or a similar function, with a working understanding of HIPAA.
- Highly analytical and metrics-driven; comfortable with spreadsheets and reporting tools, able to interpret data, draw conclusions, and explain findings simply to non-technical audiences.
- Fluent in English and Spanish, spoken and written, and comfortable having professional conversations with families in both languages.
- A persuasive, sales-like communication style; genuinely comfortable on the phone, persistent in a friendly way, and effective at bringing people around to a plan.
- Working knowledge of insurance billing, including how claims are submitted, how to read a rejection or denial, and how to investigate and resolve issues. Full-time billing experience is not required.
- Strong written communication and documentation habits.
- An operations mindset, with a track record of learning new processes quickly and connecting the dots across teams.
- Availability during Pacific Time business hours.
NICE TO HAVE
- Experience in ABA or a pediatric therapy setting.
- Experience with Salesforce or another Salesforce-based practice-management/EHR platform, including building reports.
- Hands-on experience with a clearinghouse or billing platform.
- Familiarity with clinical data-collection tools, HR/payroll systems, or Google Workspace.
- Exposure to automation tools or AI-assisted workflows.
Job Types: Full-time, Contract, Permanent
Pay: $20,000.00 - $25,000.00 per month
Experience:
- healthcare operations: 3 years (Required)
- healthcare billing: 1 year (Preferred)
Work Location: Remote
