Business Operations Specialist - Clinical Operations

About ANNA

ANNA (Allied Network for Neurodevelopmental Advancement) is a mission-driven organization that provides ABA services to young autistic children (under the age of 6) and their families using a neurodiversity-affirming, Naturalistic Developmental Behavioral Intervention (NDBI) approach. We operate center-based clinics across Massachusetts and Missouri and are growing quickly — including a fast-expanding developmental evaluations service line that helps families get answers and access care sooner. We're looking for an organized, detail-obsessed operator to keep that evaluation pipeline — and the Clinical Directors who lead our centers — running smoothly.

Position Overview

This role — Business Operations Specialist, Clinical Operations — sits at the operational center of two connected parts of ANNA's clinical engine: our growing developmental evaluations service (diagnostic assessments using tools like ADOS-2, Vineland-3, the Mullen Scales, and the DP-4) and the day-to-day operations of our center-based Clinical Directors. Based in the Philippines and working full-time US Eastern Time hours, you'll own evaluation intake and scheduling, insurance and authorization coordination, evaluator calendar management, and report-turnaround tracking — while giving our Clinical Directors the calendar, credentialing, and clinic-operations support they need to focus on clinical leadership instead of admin.

This role reports to ANNA's Chief Clinical Officer, partners closely with center-based Clinical Directors and our evaluating psychologists, and works alongside our Business Operations and People teams. You'll also build fluency with modern AI tools (Claude) to keep the growing volume of scheduling, tracking, and reporting work light and manageable as the evaluations service line scales.

Compensation & Engagement

Base Salary

• $24,000 – $36,000 USD (~₱1,400,000 – ₱2,220,000 PHP)

Time Off

• Generous PTO and paid US holidays

Equipment

• Laptop and second monitor provided

Development

• Annual professional development stipend, including AI tool subscriptions

What You'll Do

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

Systems, Data & Reporting

• 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

Qualifications

Required

• 3+ years in healthcare operations, clinical operations, scheduling/care coordination, or a similar generalist role — ideally supporting a clinical, diagnostic, or evaluation service line

• Demonstrated ability to work full-time US Eastern Time hours (approx. 9 PM – 6 AM Manila time, including DST shifts)

• Hands-on experience with scheduling, EMR, or practice-management systems and insurance authorization/prior-authorization workflows

• Demonstrated AI fluency — must be able to show actual work product (Claude Projects, automations, prompt engineering, agent workflows, or similar). Curiosity is not enough; we want to see what you've built.

• Excellent written English and async communication skills, including warm, clear communication with families and clinical stakeholders

• Strong organizational judgment — able to track many moving parts (calendars, authorizations, materials, reports), prioritize, and finish work without close supervision

Preferred

• Experience supporting US-based healthcare, multi-site, or services organizations

• Experience supporting new center openings, service-line launches, or clinical program expansion

• Experience in a startup or high-growth healthcare environment

• Exposure to insurance billing, authorization, or credentialing/licensure operations

• Experience building dashboards or operational reporting for clinical or scheduling operations

Ideal Candidate

You are a calm, detail-obsessed coordinator who genuinely cares about the families and clinicians you support. You keep dozens of moving parts — calendars, authorizations, materials, deadlines — straight without letting any of them drop, and you instinctively turn a messy process into a documented, repeatable one. You're comfortable being the connective tissue between families, evaluators, Clinical Directors, and systems, and you're energized by using AI tools to make that coordination lighter every quarter. You're motivated by the chance to directly shorten the time it takes a family to get answers about their child.

Why ANNA?

At ANNA, we are working to transform autism care by combining rigorous clinical training, compassionate family-centered practice, and neurodiversity-affirming approaches. Our Naturalistic Developmental Behavioral Intervention (NDBI) model supports each child's strengths through play-based, developmentally informed care.

As our Business Operations Specialist, Clinical Operations, you'll make sure families get timely answers and our Clinical Directors get the support they need to lead exceptional clinical teams.