Telehealth - Clinical Operations Coordinator

Banyan Treatment Centers•,

21h•Remote

About The Position

The Clinical Operations Coordinator is a newly created role built to take on the operational build-out work in close partnership with the Clinical Director. This role sits at the intersection of Clinical and Operations and is a good fit for a candidate excited to wear many hats and work in a high-growth environment. This role presents the opportunity to help shape and build-out a best-in-class Clinical Operations Function.

Requirements

2+ years in healthcare or behavioral health operations, program coordination, or HR/credentialing support; multi-state or telehealth experience a plus.
Strong project management skills; comfortable building processes from scratch and bringing structure to ambiguous, fast-moving priorities.
Experience with licensing/credentialing processes and tracking systems preferred.
Familiarity with behavioral health terminology and workflows (e.g., IOP, PHP, care coordination) is helpful, but clinical licensure is not required.
Comfort with data/reporting tools (Excel, Power BI, or similar); systems/tech familiarity is a plus.
Excellent written and verbal communication; able to work cross-functionally with clinical leadership, HR, Compliance, and BD.
Familiarity with regulatory/accreditation frameworks such as The Joint Commission (TJC) standards, state telehealth practice regulations, and audit/survey preparation preferred; compliance or quality-focused experience in a behavioral health or telehealth setting is a strong plus.

Nice To Haves

multi-state or telehealth experience a plus
systems/tech familiarity is a plus
compliance or quality-focused experience in a behavioral health or telehealth setting is a strong plus

Responsibilities

Track staffing and coverage metrics (e.g., group sessions cancelled, caseload/capacity by state) against a goal of zero cancelled groups; flag gaps for clinical leadership.
Support development of caseload and hiring rules to enable scale across states.
Partner with the Clinical Director and Recruitment team on end-to-end recruiting needs to ensure a robust pipeline of clinical candidates and smooth, efficient screening process.
Maintain and regularly update job descriptions for all clinical-side telehealth roles (therapists, care coordinators, clinical supervisors, clinical assessors, and related positions), ensuring they reflect current responsibilities and program scope.
Coordinate onboarding logistics for new therapists and care coordinators, ensuring required telehealth equipment (laptop, headset, monitor and docking station, cellphone, EHR and virtual platform access, etc.) is procured and ready ahead of each new hire's start date to ensure clinicians have smooth onboarding experience.
Develop and implement a standardized training program for new and existing clinicians, with clearly defined milestones and approval checkpoints established in collaboration with clinical leadership and supervisors.
Track onboarding milestones end-to-end and facilitate a warm hand-off of each newly onboarded clinician to their assigned Clinical Supervisor, ensuring a smooth transition into caseload, supervision, and team integration.
Own day-to-day licensing operations: track license status, renewal timelines, and state-by-state requirements as the program expands into new states.
Maintain ongoing upkeep of therapist licensure records — monitoring expirations, tracking renewals in progress, and flagging lapses before they affect caseload eligibility.
Support clinicians through the multi-state licensure process; maintain the license database.
Develop and implement a standardized licensing management process ("Licensing Command Center") in partnership with clinical and compliance leadership to improve oversight, tracking, and regulatory compliance.
Coordinate with HR on license maintenance and Medicaid credentialing needs as scope is defined.
Support end-to-end mapping of the client journey (onboarding through completion/discharge), documenting current-state workflows for redesign.
Assist in operationalizing revised onboarding, cohorting, and completion processes once clinical leadership finalizes program design.
Help develop and implement client/alumni feedback panels and surveying infrastructure, in partnership with UR/UX and clinical leadership.
Support outcomes and funnel-tracking data collection (completion %, attendance/engagement, satisfaction) for internal reporting and BD/outcomes materials.
Support build-out of management dashboards (e.g., Power BI) reflecting staffing, licensing, and program KPIs.
Serve as a day-to-day operational point of contact for supervisors and cross-functional partners (HR, Compliance, BD) on staffing, licensing, and training questions.
Take on other operational build-out projects as the telehealth program scales.
Implements The Joint Commission Standards — including telehealth-specific requirements — throughout Banyan's Virtual Care division to attain and maintain TJC Accreditation.
Manages or assists with compliance with database systems supporting the telehealth program, including training, updates, security management, and report generation.
Develops and assists in the survey/audit preparation timeline for virtual program surveys and audits, identifying activities and holding remote, multi-state personnel accountable for preparation activities.
Provides ongoing progress reports on all compliance and quality initiatives and projects to the direct supervisor.
Monitors program staff compliance with behavioral health policy and procedure across virtual/remote care delivery.
Assists with the launch of new telehealth locations and states, researching regulations (including telehealth practice laws and interstate licensure compacts) outside the states in which Banyan currently operates.
Manages various compliance-related projects, assuring timely completion to satisfy regulatory requirements for the telehealth program.