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This position was posted on December 7, 2025 and is likely no longer accepting applications. We've kept it here for historical reference. Check out the similar jobs below!
Job Overview
Location
Remote
Job Type
Full-time
Category
Operations Manager
Date Posted
December 7, 2025
Full Job Description
đź“‹ Description
- • Own the heartbeat of Kyo’s clinical operations by orchestrating the complex, high-impact scheduling engine that keeps thousands of children receiving life-changing ABA therapy on time, every time. You will be the invisible force that turns clinician availability, family preferences, insurance authorizations, and state regulations into a seamless weekly calendar that never drops a session.
- • Build and maintain the master schedule matrix for a multi-state footprint (currently ten states and scaling). This includes translating clinician credentials, driving distances, and session authorizations into optimized daily routes that maximize billable hours while minimizing therapist travel and family disruption.
- • Serve as the single source of truth for all scheduling data. You will update Salesforce, Kyo’s proprietary practice-management platform, and Google Workspace in real time so that every stakeholder—from field RBTs to executive leadership—sees one accurate picture of capacity, utilization, and upcoming openings.
- • Anticipate and solve scheduling conflicts before they impact therapy. You’ll monitor weather alerts, traffic patterns, school holidays, and clinician PTO to proactively re-route sessions, secure substitute staff, and communicate changes to families with empathy and clarity.
- • Partner daily with Clinical Managers to balance caseloads, ensure continuity of care, and hit weekly utilization targets above 90%. Your dashboards and morning briefings will guide staffing decisions that directly affect revenue and client outcomes.
- • Drive continuous improvement by analyzing scheduling KPIs (fill rate, travel time, cancellation rate, overtime). You will present weekly insights to Operations leadership and recommend process tweaks or tech enhancements that shave minutes off commutes and hours off admin work.
- • Own family communication for schedule changes. Whether it’s a last-minute therapist illness or a snow-day closure, you will send personalized text, email, and phone updates that preserve trust and keep therapy goals on track.
- • Collaborate cross-functionally with Credentialing, Billing, and HR to ensure every scheduled session is fully authorized, correctly coded, and staffed by a clinician whose license and background check are current.
- • Maintain strict HIPAA and state regulatory compliance while handling sensitive patient data across multiple time zones and payer requirements.
- • Contribute to new-market launches by building scheduling playbooks, training local operations staff, and stress-testing systems weeks before the first client is seen.
- • Champion a culture of empathy and excellence. You will celebrate small wins—like shaving five minutes off a daily commute—and learn openly from misses, always keeping the child’s progress at the center of every decision.
- • Work 100% remote with flexible core hours (8 a.m.–1 p.m. Pacific) and enjoy the autonomy to design your day around peak scheduling windows while remaining available for urgent escalations.
🎯 Requirements
- • 2+ years of high-volume scheduling, dispatch, or operations coordination in healthcare, home-care, or field-service environments
- • Advanced proficiency in Google Workspace (Sheets, Drive, Calendar) and at least one CRM or practice-management platform (Salesforce, CentralReach, TherapyNotes, etc.)
- • Demonstrated ability to manage 500+ moving appointments per week without missing a beat
- • Nice-to-have: Bachelor’s degree in Business, Healthcare Administration, or related field
- • Nice-to-have: Experience with multi-state regulatory or insurance authorization nuances
🏖️ Benefits
- • 100% remote work with flexible scheduling and no commute
- • Competitive salary plus quarterly performance bonus tied to utilization and fill-rate targets
- • 15 days PTO, 10 paid holidays, and one week paid winter shutdown (last week of December)
- • 100% employer-paid medical, dental, and vision for employees; 75% for dependents
Skills & Technologies
About Kyo
Kyo delivers effective, child-centric Applied Behavior Analysis (ABA) therapy, focusing on personalized treatment programs for children with autism. Their services encompass in-home, school-based therapy, and autism testing, all managed with a commitment to transparency and ethical standards. Kyo serves families across numerous locations, spanning the West Coast, Mountain West, Central, and Southeast regions of the United States, including major metropolitan areas like Los Angeles, Denver, Dallas, and Atlanta. This extensive geographic footprint enables them to provide convenient, localized care, further enhanced by the Kyo Care app for seamless program management, demonstrating a widespread and accessible service model dedicated to achieving meaningful, measurable results for every child.
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