Health Systems Operations Specialist - Sunstone Therapies

The Health Systems Operations Specialist plays a vital role in helping Sunstone operate efficiently and compliantly by developing, maintaining, and ensuring compliance with standard operating procedures (SOPs) and supporting scheduling, clinical workflows, and managing key tasks within our electronic health record (eClinicalWorks) and CRM (Health Cloud). This role reports to the Clinical Systems Manager and will collaborate cross-functionally with Research, Finance, People Operations, Therapists, and Marketing & Communications to support and improve clinic-wide operations.

About Sunstone Therapies

We exist to accelerate on-the-ground learning and operations necessary to approve and scale psychedelic therapies in the medical setting. The Sunstone team was brought together by shared compassion for those who suffer and a genuine wish to broaden their access to treatment. Our backgrounds in medicine, business, and design provide us with unique perspectives and skills necessary to define the standards of patient experience. Our values guide us in everything we do: Bring Forth Healing + Work with Rigor + Care for the Team + Learn and Grow + Innovate Boldly. In service to Sunstone’s vision of Whole Person Healing for All, all of our team members play a key role in Sunstone’s ability to deliver on its vision with Love and Rigor.

Description

Job Date: July 2025

FLSA: Exempt

FTE: Full-time

Job Title: Health Systems Operations Specialist

Location: Rockville, MD

Hours: 9am - 5pm, Mon-Fri

Department: Product

Reports To: Clinical Systems Manager

Supervises: n/a

Context: Sunstone Therapies is the leader in the delivery of psychedelic-assisted therapy in the medical setting, focusing on the development and implementation of clinical trials today, and clinical delivery if and when therapies are approved. Right now, we have two sites with roughly 30 employees -- looking to build our team and expand to 2 more sites in the next 2 years. At Sunstone, our culture centers on love and rigor, prioritizing whole-person healing for all.

To be successful in this role in this growth stage start-up, the candidate must be a detail-oriented self-starter and problem solver. They should be able to quickly shift projects and priorities to meet emerging needs, collaborate across departments, and align their approach with Suntone’s values. Join us in making a profound impact in the realm of therapeutic research!

Scope: The Health Systems Operations Specialist plays a vital role in helping Sunstone operate efficiently and compliantly by developing, maintaining, and ensuring compliance with standard operating procedures (SOPs) and supporting scheduling, clinical workflows, and managing key tasks within our electronic health record (eClinicalWorks) and CRM (Health Cloud). This role reports to the Clinical Systems Manager and will collaborate cross-functionally with Research, Finance, People Operations, Therapists, and Marketing & Communications to support and improve clinic-wide operations.

What you’ll do:

SOP Documentation & Process Development

• Maintain and edit current SOPs based on team feedback and process updates.
• Draft new SOPs to prepare for review by leadership or operational stakeholders.
• Create and update SOPs for patient recruitment, scheduling, and other workflow processes, especially in response to staffing or system changes.
• Develop Health Cloud and eCW-specific SOPs to support scheduling and billing processes.
• Collaborate across departments (Therapists, Research, Regulatory, Communications) to document and improve cross-functional workflows.

eClinicalWorks (eCW) and Healthcloud Management

• Run and audit reports to ensure accuracy and compliance.
• Monitor and process system change requests for feasibility and communicate outcomes.    feasibility and communicate timing of implementation.  
• Support data entry tasks related to Health Cloud database such as scheduling, testing, and building new templates, especially during implementation or new system rollouts.
• Provide troubleshooting or support for eCW, Health Cloud and any integrated tools.

Compliance & Auditing

• Conduct regular audits to assess compliance with internal standard operating procedures and documentation standards.
• Flag discrepancies and help resolve with the appropriate team leads.
• Assist in preparing materials for internal reviews or external audits as needed.

What You’ll Learn:

• How a growing healthcare startup operates behind the scenes
• How to write and improve SOPs that keep clinical, research, and business teams aligned
• How healthcare tools like EHRs (electronic health records) and CRM’s work and are maintained
• How to collaborate across functions in a mission-driven environment

Who You Are:

• Detail-oriented, as demonstrated by your ability to catch inconsistencies in spreadsheets, proofread documents for accuracy, or spot errors in data entry.
• Process-minded and proactive– you enjoy figuring out how things work and how to make them better, whether that's organizing folders, improving a workflow, or creating a checklist.
• Technically curious – you may not be a programmer, but you like working with software and systems, learning new tools, and aren’t afraid to figure things out.
• Comfortable with data and documentation – you know your way around MS Office, Google Sheets or Excel and feel confident creating clean, organized documentation (even better if you can highlight examples of systems you’ve used in the past)
• A strong communicator – you write clearly and concisely, ask great follow-up questions, and are thoughtful in your written documentation.
• Able to work independently and manage multiple small tasks at once, asking for support when needed.
• Interested in building a career in healthcare operations, health tech, or clinical systems, and excited to start your career in an entry-level role that provides exposure to real systems and workflows.

Physical Requirements

A large percentage of time performing computer work is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation and Benefits

Sunstone Therapies offers a competitive salary package commensurate with skills and experience plus benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.

Interview Process

We aim to make our interview process thoughtful, transparent, and respectful of your time. Here's what you can expect:

1. Initial Screening Call: A 20–30 minute video call with a member of our team to learn more about your background, interests, and what you're looking for in your next role.
2. Hiring Manager Interview: A deeper discussion with the person you’d report to. We’ll explore your strengths, how you think, and what excites you about joining a growing healthcare organization.
3. Skills Assessment: A short take-home exercise (30–60 minutes) designed to reflect the kind of work you’d do in this role—like organizing information, editing documents, and spotting data inconsistencies.
4. Cross-functional Interviews: Conversations with a few team members from different departments (such as clinical, operations, or finance). This helps us understand how you’d collaborate across teams and gives you a chance to meet future colleagues.

Salary

$55,000 - $75,000 per year

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