Operations Assistant (Clinical Operations)

Daybreak Health

8h•$19 - $24

About The Position

Daybreak Health is creating a world where every young person benefits from mental health support. We provide tech-enabled mental health care to kids ages 5 to 19 and their families. We partner with public school districts to reach the most vulnerable populations and work with health insurance companies to cover the cost of care. We're a YC-backed company, with Seed funding from Maven Ventures, Series A from Lightspeed Ventures, and Series B from Union Square Ventures. About the Role We're hiring an Operations Assistant to handle the administrative work that currently sits on our clinicians' plates, so they can stay focused on patient care. This is an entry-level, execution-focused role. You'll own the referral intake process end-to-end: pulling new referrals and entering them into our systems, scheduling first sessions in our EHR, collecting consent documents from clients, and submitting clinician availability on their behalf. You'll report directly to the Director of Clinical Operations and work closely with our Clinical Director and Clinical Team Lead. The work is detail-oriented and process-driven. A missed referral or a delayed first session affects a real patient. We need someone who is precise, organized, and comfortable moving quickly through high-volume tasks. For working hours, Pacific Time Zone preferred, but Mountain Time Zone also acceptable. This a 1099 contractor position.

Requirements

Strong attention to detail. You catch errors before they move downstream.
Comfort working in multiple software systems at the same time
Ability to follow detailed processes and flag when something doesn't look right
Clear written communication, especially when escalating issues
Self-directed. You don't need to be micromanaged, but you ask questions early when something is unclear.
No specific healthcare or technical background required. We'll train you on every system.

Nice To Haves

Prior experience in data entry, administrative, or operations roles
Familiarity with EHR systems or healthcare scheduling platforms
Experience with Google Sheets

Responsibilities

Referral intake and scheduling: Receive and log new patient referrals into all Daybreak systems. Schedule the patient's first session in the EHR in coordination with the assigned clinician's availability. Track referral status through the intake process, flagging delays or incomplete referrals. Ensure no referral falls through the cracks between receipt and first session.
Consent document collection: Initiate and track the collection of required consent documents for new patients. Confirm receipt and completeness of consent documents prior to first session. Follow up on outstanding consents and escalate when documents are overdue.
Availability management: Enter and maintain clinician availability slots on a daily and weekly basis. Audit data for accuracy, flagging discrepancies between scheduled availability and actual capacity. Track clinician utilization progress through the four-week onboarding period using the ramp dashboard and source systems. Identify and escalate at-risk clinicians based on slot entry and session completion data.
Session data management: Monitor scheduled sessions and confirm data completeness. Identify gaps or anomalies in session records and escalate accordingly. Cross-reference EHR data with session reports to ensure consistency.
Operational and system setup support: Support backend system setup for clinicians. Maintain accurate records. Support weekly and monthly data pulls and reporting. Assist with ad hoc data entry, cleanup, and system hygiene tasks as directed.