annaautismcare - Business Operations Specialist - Clinical Operations

• DEVELOPMENTAL EVALUATIONS OPERATIONS • Own day-to-day scheduling and intake coordination for developmental evaluations across ANNA's centers, keeping evaluator calendars full but realistic • Coordinate insurance verification and prior authorization for evaluation appointments, partnering with our billing/insurance function • Track every evaluation from completed assessment through report delivery and the family follow-up meeting, flagging delays before families feel them • Maintain and coordinate restocking of standardized assessment materials (ADOS-2, Vineland-3, Mullen Scales of Early Learning, DP-4) across centers • Manage the M-CHAT-R screening intake funnel so families who screen positive are routed to scheduling promptly • Serve as a warm, organized point of contact for families navigating the evaluation process • CLINICAL DIRECTOR & CLINIC OPERATIONS SUPPORT • Provide calendar management and meeting prep for Clinical Directors across ANNA's centers • Track clinical staff credentialing and licensure renewals (BCBA/RBT certifications, state licenses) so nothing lapses • Support clinic-level operational needs alongside Clinical Directors — supply ordering, facilities follow-ups, and logistics for new evaluation or service-line launches • Help Clinical Directors prepare for supervision, training, and fidelity-review cycles by organizing documentation and scheduling • Build and maintain SOPs for evaluation intake, scheduling, and Clinical Director operational workflows • SYSTEMS, DATA & REPORTING • Keep scheduling, EMR, and intake records accurate and current for the evaluations service line • Build and maintain recurring reporting for clinical leadership — evaluation volume, wait times, report turnaround, and capacity by center • Audit data quality across evaluation and clinical scheduling systems and fix discrepancies at the source • Serve as the connective tissue between scheduling, insurance/billing, and clinical documentation systems • AI-POWERED SUPPORT & TOOLING • Use Claude to build lightweight trackers, templates, and workflows that reduce manual coordination work • Maintain simple, durable tools that Clinical Directors and evaluators can use without you • Identify high-friction scheduling or reporting processes and propose AI-assisted improvements • CROSS-FUNCTIONAL PARTNERSHIP • Partner closely with Clinical Directors, evaluating psychologists, the Chief Clinical Officer, billing/insurance, and the CEO's office • Communicate proactively across time zones with clear, reliable written updates • Escalate scheduling, capacity, or authorization risks early — with options, not just problems • Own a rotating portfolio of cross-functional operational projects end-to-end — scoping, execution, stakeholder communication, and documentation • Manage vendor and contractor relationships: sourcing, onboarding, invoice tracking, renewals, and performance follow-up • Support financial operations in partnership with our finance function: AP workflows, expense policy compliance, reconciliation support, and month-end coordination • Coordinate operational support for our clinics across Massachusetts and Missouri — supplies, facilities follow-ups, licensing and credentialing tracking, and center-opening logistics support • Build and maintain SOPs so that every process you touch is documented, repeatable, and improvable • MARKET LAUNCH & EXPANSION SUPPORT • Support new-market launches — both de novo center openings and acquisition integrations — including launch checklist ownership, vendor and licensing coordination, and timeline tracking • Drive system migrations and integrations for acquired entities, partnering with Finance and People on cutover planning and data integrity • Build and maintain our reusable launch playbook so each successive market opening is faster and cleaner than the last • Coordinate cross-functional launch workstreams across Operations, Clinical, Finance, and People, keeping owners accountable to dates • Administer and maintain our operational systems (Rippling, Ramp, internal trackers), keeping data clean, current, and trustworthy • Build and maintain recurring operational reporting — weekly dashboards, KPI rollups, and ad hoc analyses for leadership • Audit data quality across systems on a recurring cadence and drive fixes at the source, not just the symptom • Serve as the connective tissue between systems — when data lives in three places, you make sure it agrees • AI-POWERED AUTOMATION & TOOLING • Use Claude (Projects, Cowork, Claude Code) to build automations and workflows that eliminate manual work across business operations • Maintain a library of internal Claude Projects the broader ANNA team can use (report builders, vendor comparison tools, SOP generators, data-cleanup workflows) • Identify high-friction processes and propose AI-assisted improvements before being asked • Stay current on AI tooling and bring new ideas to the team