Talent Operations Specialist

About Us

eLuma is the premier provider of live, online therapy services (also known as teletherapy and telepractice) and software solutions for kids and adolescents.  We specifically provide online speech therapy, occupational therapy, physical therapy, mental health and school psychology services to students in K-12 schools.

With a national network of high-quality therapists & educators, an innovative software platform, and a game-changing case management system, eLuma empowers K-12 special education programs to provide related services in the most effective, cost-efficient and dependable way. eLuma is one of the fastest-growing companies in this exciting niche.

Opportunity

We aren’t just offering another product, EdTech software app, or tech-enabled service. We are literally changing the therapy world for the better and creating a powerful social impact. You will work with the Founder/CEO and entire eLuma team to keep building and scaling a solution. The National Institute of Mental Health (NIMH) estimates that 45% of individuals with mental illness don’t get treatment they need, the National Institute of Deafness and other Communication Disorders (NIDCD) reports that 1 in 12 have disorders related to voice, speech, language or swallowing. What’s more, as the Baby Boomers continue to age, the need for skilled therapists in all disciplines will continue to increase. The world needs a solution to manage and resolve crisis level shortages and broken delivery systems. eLuma is poised to take this solution to the world. Come change the world with us!

eLuma is dedicated to caring and supporting our people, as people are what makes the company such a great place to work.  The Onboarding Specialist plays a key role within the company, ensuring that contracted clinicians are set up for success.  This role will streamline the onboarding experience for new contracted clinicians by being the primary point of contact to ensure they have system access, triage issues, and provide excellent service. 

The Talent Operations Specialist's primary focus is facilitating clinician onboarding activities from when a clinician is first contracted through the first 90 days of their contract. The Talent Operations Specialist will work with the clinician and key departments/roles to develop and maintain a clinician onboarding plan that allows scalable growth while meeting individual needs. This includes assisting clinicians with access to systems, triaging issues, and cross-team collaboration. 

Primary Responsibilities:

• Responsible for managing the onboarding process for new and existing clinicians, including but not limited to tracking, creating, disseminating, rescinding Contracts and Statements of Work, background check preparation, managing clinician expectations, creating onboarding plans, leading necessary training classes on proprietary systems, facilitating communication between all relevant departments, providing regular communication and support to assist in resolving any conflicts that may arise
• Review state and national licensing board authority websites to ensure compliance with working contractor state licensure and credentialing and ensure appropriate records are on file for each working contractor
• Complete a 15-day check-in process for newly contracted clinicians
• Manage clinician off-boarding, ensuring accuracy and timely completion
• Perform auditing of the working contractors and support other cross-functional teams with auditing that supports business needs
• Participate in customer onboarding tasks as needed
• Maintains the clinician community resource sites by regularly uploading new content, providing site access, and reporting on site metrics
• Review, compile, format, select graphics, design layout, and distribute monthly newsletter using CRM system.
• Audits multiple internal systems for completion of steps in contractor journey, collects data, reviews findings, identifies barriers, documents results, and communicates follow-up action needed to contractor and/or appropriate team members promptly
• Consistently and accurately report clinician onboarding and credentialing process in relevant systems
• Support data integrity efforts by assisting with data clean-up and entry, documentation reconciliation, and compliance tracking
• Sets up new accounts, provides access instructions, and uploads credentials to the school referral system (RSM)
• Creates new contractor accounts in third-party systems, provides access instructions, and allocates assessment materials for contractor access under the direction of the clinical services team.
• Set up new contractor access and provide access instructions for multiple systems for documentation, email, phone, finance, and people operation needs.
• Provide project coordination skill set to achieve a well-rounded onboarding experience, working within multiple deadlines
• Build relationships with all clinicians to support retention outcomes throughout his/her first year as well as build rapport to influence outcomes with other internal departments such as recruitment, clinical services, customer success, finance, etc.  
• Use critical thinking skills and independent judgment to create and work through the onboarding plan for clinicians, escalating issues as needed
• Maintain flexibility and willingness to adapt to various scenarios and personalities, both internally and externally
• Ensure working contractors are in compliance with local, state, and federal laws 
•  Approve appropriate reimbursements via RAMP
• Special projects and other duties as assigned 

About You:

• Proven experience working on process mapping and identifying ways to streamline processes
• You have excellent professional communication and interpersonal skills
• You can find root-cause issues and create solutions that please all parties.
• You can change priorities as needed
• You are organized and detail-oriented, with the ability to be accurate and complete tasks in a prompt manner
• You can summarize collected data in a presentable way
• You maintain a wide span of knowledge and solve problems while dealing with frequent interruptions
• You are comfortable communicating with leadership when there are opportunities for improvement
• You write with the ability to convey ideas clearly and accurately and with good punctuation, grammar, and spelling
• Ability to navigate and use various systems, including Tracker ATS, BambooHR, Microsoft Office, Google Workplace, school databases, and other programs.

Requirements:

• High school diploma or equivalent experience
• 1-3 years experience in process improvement or onboarding support roles, including customer service, onboarding, project coordination, administrative support, etc.
• Ability to travel up to 20% for team meetings, conferences, events, etc.
• Ability to work on-site in Lehi, UT, up to 1-2 days/month may be required at times

Benefits:

• Health, Vision, Dental, and Life Insurance
• 401(k)
• Paid Holidays and PTO
• Incentives and potential bonuses
• Flexible work schedule

Please visit our website to learn more about us and apply today.

eLuma provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. eLuma is an E-Verify participating employer. E-Verify Employee Rights and Responsibilities

Salary : $50,000 - $58,000