Job Summary
Pacific Mind Health is a fast-growing outpatient mental health practice serving Southern California. We combine psychiatry, therapy, and advanced interventional treatments with a modern, technology-forward operation.
We are hiring our first dedicated Data & AI Analyst to support our practice by transforming scattered operational, clinical, and financial data into a single, trustworthy, real-time picture of the business. This high-visibility, high-ownership role reports directly to the Director of Finance & Analytics and connects straight to the executive team. The position will be responsible for defining organization-wide KPIs, building dashboards, serving as the reporting backbone across our core business systems, and deploying modern AI tools to automate manual reporting and workflows.
Responsibilities
Reporting, KPI’s & Scorecards
- Define, build, and own a single source of truth for organization-wide KPIs, metrics, and scorecards, consolidating separate, hand-keyed spreadsheets into a near-real-time view for clinical, operational, and key stakeholders.
- Develop comprehensive patient-journey reporting so leadership and care teams understand access, engagement, treatment progression, utilization, and outcomes across the continuum of care.
- Create and maintain dashboards, department/director scorecards, and self-service reporting tools to reduce manual work and increase stakeholder self-service capabilities.
- Identify, define, and operationalize KPI’s and quality metrics that map to organizational goals and regulatory requirements.
Clinical & Operations Analysis
- Analyze patient access, retention, no-show/cancellation rates, treatment adherence, provider productivity, referral patterns, and scheduling efficiency.
- Translate complex analytical findings into clear, actionable recommendations for clinical leaders, administrators, and executive leadership.
- Support value-based care initiatives through outcomes reporting, return-on-investment (ROI) analyses, and quality-improvement projects.
- Build forecasts and early warning indicators (e.g., lead-volume and new-patient forecasting) to identify revenue risks and model capacity for new-location growth.
Revenue Cycle & Payor Analytics
- Lead revenue-cycle analytics, including denial root-cause analysis by payer, location, and service line.
- Monitor Accounts Receivable (AR) aging and collection-rate integrity.
- Track marketing ROI and channel attribution from the initial lead to a retained patient.
AI & Automation
- Automate recurring reporting by implementing AI-generated, human-reviewed reports to replace hand-built decks.
- Build internal AI tools, agents, and workflow automations that connect core systems and eliminate manual hand-offs, partnering with the existing AI operating system.
- Pilot and evaluate emerging AI capabilities that materially improve analytics or automation through small, measured tests.
Systems & Reporting Administration
- Serve as the power user and reporting administrator across core platforms: Tebra (EHR/practice management), HubSpot (CRM), Asana (project management), and Dialpad to build and maintain reports, dashboards and exports from each system.
- Use Tebra (EHR/practice-management) as primary source of truth to extract and structure clinical, scheduling, and billing data for data validation and integrity across other systems.
- Build and manage HubSpot lead/pipeline funnels, Asana portfolio work-management reporting, and Dialpad phone funnels (call volumes, missed calls, and response times).
Data Management, Governance & Compliance
- Design and own PMH’s core data architecture, including the single-source-of-truth data model and SQL-based pipelines.
- Implement rigorous testing, validation, and documentation practices to ensure data accuracy and functionality independent of any single person.
- Partner with Clinical Operations, Finance, Revenue Cycle, Compliance, Marketing, and Practice Leadership to frame business questions, meet reporting needs, and present insights to technical and non-technical audiences.
- Present data insights and recommendations clearly to both technical and non-technical audiences.
- Support regulatory, accreditation, and payer reporting requirements with strict adherence to healthcare data-privacy standards (HIPAA) and organizational policies, utilizing de-identified or minimum-necessary data wherever possible.
Required Qualifications
- Education: Bachelor's degree in Data Analytics, Statistics, Health Informatics, Public Health, Computer Science, Mathematics, or a related field (or equivalent practical experience).
- Experience: 2–5 years in data analytics, business intelligence, healthcare analytics, or a related role.
- SQL & Analytics: Advanced SQL skills with experience building and maintaining reporting datasets and data models. Working proficiency in Python (or R) for analysis and automation.
- Data Visualization: Hands-on experience building dashboards and data modeling within BI/visualization tools (Power BI, Tableau, Looker, Metabase, or similar).
- Applied AI Skills: AI-native mindset with regular use of AI-assisted/agentic coding tools (e.g., Claude Code, Cursor). Experience shipping real LLM-powered workflows (APIs, RAG, prompt design) and extracting structured data from unstructured sources (like clinical notes) within HIPAA constraints.
- Systems Familiarity: Experience producing and reconciling reporting out of multi-source operational systems (CRM, project management, and/or EHR platforms).
- Communication: Excellent written and verbal communication skills tailored for non-technical executive audiences.
- Understanding of HIPAA, healthcare compliance, and data governance requirements.
Preferred Qualifications
- Healthcare, behavioral health, or outpatient clinical experience.
- Direct reporting experience with Tebra, HubSpot, Asana, and Dialpad reporting.
- Light data engineering/architecture experience: ETL/ELT, transformation layers (dbt), or data warehouses (BigQuery, Snowflake).
- Familiarity with organizational performance frameworks (EOS/Traction, OKRs, Balanced Scorecard).
Key Competencies
- Healthcare Data Analytics, Dashboard Development, and Healthcare Operations Reporting.
- Advanced SQL, Python/R, Data Modeling, & Clinical/Financial Analysis.
- Applied AI, Prompt Engineering, LLM Workflows, & Workflow Automation.
- Cross-functional Collaboration, Stakeholder Communication, & Process Improvement.
- Passion for expanding access to high-quality behavioral and mental health care.
Our Values
- Compassion – Empathetic, Patient-Centered Care
- Growth – Continuous Learning & Employee Development
- Integrity – Honesty, Trust, & Ethical practices
- Teamwork – Collaboration & Respect
- Excellence – Raising the Standard of Care
About Pacific Mind Health
Our mission is to deliver exceptional, patient-centered mental health care through innovation, compassion, and evidence-based treatments. We foster a supportive and inclusive environment, where both our patients and team members can thrive. Our goal is to be an oasis of healing and a sanctuary of hope, empowering individuals to achieve whole-person wellness.
We embrace understanding, flexibility, and responsiveness as we provide compassionate and empathetic care, leveraging the latest advancements in Psychiatry. Our goal is to improve mental health outcomes, reduce stigma, and provide comprehensive treatment options tailored to each patient’s needs.
Work with us to help people Feel Better. Live Better.
Pacific Mind Health is an equal opportunity employer. We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, ancestry, age, disability, veteran status, or any other status legally protected by federal, state, or local law.
Pay: $90,000.00 - $110,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Vision insurance
Application Question(s):
- How many years of experience do you have writing advanced SQL queries and building data models for business intelligence platforms (e.g., Power BI, Tableau, Looker)?
- Do you have hands-on experience designing or shipping workflows using Large Language Models (LLMs), RAG architectures, or LLM APIs?
Education:
Experience:
- Data Analytics or Business Intelligence: 3 years (Preferred)
Work Location: Remote
