Operations Assistant (Clinical Operations)

Job Description

Job Description

Operations Assistant (Clinical Operations)

Hey Future Daybreakers!

Join us on a mission fueled by these core values:

• We are united by our Mission to build a world where every young person benefits from mental health support.
• We have a high bar. We're a small team of only A players who are hard-working and determined to win.
• We do more with less. We value efficiency and output over hours worked, and we thrive in an environment where every dollar matters.
• We value humor and fun at work. This job can be hard, and bringing humor to work can make every day more fun.
• We communicate clearly and openly. We value transparency and clear, direct communication.

Discover Daybreak: Empowering Youth, Changing Lives

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.

What You'll Own

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

What We're Looking For

• 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 Have

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

Compensation

Compensation as a 1099 contractor will range from $19.00 - $24.00 per hour working approximately 40 hours per week. This position is not benefit eligible.

✨ Your Daybreak Interview Journey

Our typical hiring process is built to help you shine:

• Hiring Manager Interview (45 min)
• Skills Exercise + Colleague Interviews (60 min) to see how you work through real tasks
• Executive Interview (if applicable)
• Reference Check

Equal Opportunity Statement

Daybreak Health is committed to building an inclusive, equitable workplace. We strongly encourage individuals from all backgrounds, across race, gender identity, sexual orientation, ability, age, socioeconomic status, religion, and more, to apply.

Pay Range

$45,000—$50,000 USD