Head of Customer Success & Operations

Tebra only initiates contact with candidates via email from an official Tebra email address (@ tebra.com , @ patientpop.com , or @ kareo.com ) or through our applicant tracking system, Greenhouse. We will only ask you to provide sensitive personal information through our official application portal — not via social media or text message. We do not conduct interviews via instant messaging. About the Role The Founding Head of Customer Success & Operations is a high-conviction hire for Tebra’s Innovation team — and one of the most demanding. This is a hands-on, high-touch role that represents the human face to providers through personalized support and onboarding to our innovation features. This role will simultaneously build a scalable CS strategy, PHI protocols, AI agent corpus, and long-term team infrastructure. We are looking for someone who has built a CS function from scratch before and is choosing to do it again at an earlier, higher-stakes stage — a player-coach who finds genuine satisfaction in working directly with customers in Month 1 and writing the playbook that empowers others to do it in Month 6. Your Area of Focus Personally onboard and support every provider in the initial Alpha cohort — handle every inbound question manually for the first 6–8 weeks to build deep product and customer intuition. Record and transcribe every provider call to build a structured question taxonomy that will serve as the foundation of the AI agent knowledge base. Own the AI CS agent corpus: structure and synthesize rotating engineer inputs weekly, prune and publish the knowledge base, and evaluate agent responses for accuracy and PHI compliance. Comfortable owning the AI agent corpus as a product artifact — this is a content and systems ownership function, not just a tooling decision. Define and document the PHI routing protocol before the first provider is onboarded — establishing clear rules for what routes to AI, what routes to a human, and what requires immediate clinical escalation. Identify and onboard a licensed clinical consultant (LCSW, LPC, or LMFT) on retainer within 30–60 days post-launch to serve as the escalation path for red-line clinical accuracy events. Build the Nitro CS runbook, CE rotation handoff documentation, trust-repair scripts, and provider communication playbook — documenting in real time, not after the fact. Own the long-term CS strategy: develop the hiring and integration plan, team structure, metrics framework (CSAT, resolution rate, retention), and CS tool stack decisions. Exchange learnings on best practices with Customer Success Learning and Enablement team to ensure AI knowledge base strategies and AI knowledge protocols are aligned. Lead AI CS agent platform evaluation at Week 4 and manage deployment at Week 6–8 using the question taxonomy built through direct provider interactions. Partner with the GTM / Growth Lead on referral generation, surfacing provider satisfaction signals and identifying optimal moments to request introductions. Ensure all CS operations and provider interactions maintain strict HIPAA compliance, with particular sensitivity to PHI handling in a mental health documentation context. Your Professional Qualifications 7–10 years in customer success, with at least one “first CS hire” or “built the function from scratch” experience at a SaaS company. Has hired and built a CS team before — this is not a first leadership opportunity. Healthcare-adjacent experience is strongly preferred; a mental health background or familiarity with clinical workflows is a meaningful differentiator. PHI-fluent: understands HIPAA obligations in practice, what can and cannot be communicated over which channels, and what constitutes a clinical escalation versus a product support ticket. Player-coach by disposition: genuinely energized by working directly with customers in Month 1, and equally motivated to build the system that scales that work in Month 6. Comfortable owning the AI agent corpus as a product artifact — this requires content strategy and systems thinking, not just tooling familiarity. Experience with CS platforms, ticketing systems, and AI-assisted support tools; willingness to evaluate and select the right stack from scratch. Strong verbal and written communication skills, with demonstrated ability to navigate sensitive clinical or emotionally charged customer interactions with empathy and professionalism. Comfortable making judgment calls in ambiguous situations, including routing decisions that sit at the intersection of product support and clinical risk. Highly fluent with AI tools in daily workflow — uses AI assistants, automation, and emerging capabilities as a core operating layer, not an occasional shortcut; comfortable evaluating and adopting new tools as the landscape evolves. Clear vision for AI-driven CS transformation — understands how AI reshapes support operations, deflection strategy, and provider experience, and can lead that transformation proactively rather than reactively; sees the AI agent corpus as a strategic asset, not an IT project. (For Recruiter use only) #LI-BG1 #LI-Remote In compliance with California's pay transparency laws, the compensation range for this position will be provided and may include an hourly rate, annual salary, or On-Target Earnings (OTE), depending on the nature of the role. The specific compensation structure and detailed range will be discussed with qualified candidates during the initial talent screen. Remote Pay Range $191,500 — $204,000 USD About Tebra Tebra is the only all-in-one EHR+ platform built exclusively for independent healthcare practices. Designed to replace the clunky, fragmented tools built for corporate systems, Tebra connects EHR software, billing, automation, telehealth solution, and marketing — so providers can spend less time on admin and more time with patients. More than 42,000 private practices trust Tebra to streamline operations, increase revenue, and reduce burnout — helping clinicians leave work on time and rediscover their purpose. Learn more at www.tebra.com . Our Values Start with the Customer We get to know our customers - and their patients - and look at the world through their lens. Keep It Simple Healthcare is too complex. We aim to simplify it for everyone. Stay Entrepreneurial We reject the status quo and solve problems with creativity, perseverance, and a bias to action. Better Together We are diverse, humble, and collaborative. We put the team first and win together. Celebrate Success Life is short and joy is underrated. We take time to have fun and celebrate success. Perks & Benefits United States: In addition to our healthcare benefits, we also offer amazing perks! Need work from home basics? We offer a discount through Dell! We also offer a number of resources to help you keep your mind and body healthy. Check out Gympass for a great workout, or TelusEmployee Assistance Program to find mental health resources, along with other resources for everyday occurrences. Costa Rica: To assist with all of life’s needs, Tebra also offers a wellness and childcare subsidy and a University/Education discount! We also offer a number of resources to help you keep your mind and body healthy. Check out Gympass for access to health and fitness apps, or Telus Employee Assistance Program to find mental health resources, along with other resources for everyday occurrences. Compliance & Privacy Disclosures NOTE: Tebra is an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. California residents who apply or are recruited for a job with us: please carefully review our California-specific Privacy Notice under the California Consumer Protection Act here: https://www.tebra.com/privacy-policy/california-supplemental-notice/ If you would like to report a fraudulent Tebra job posting, please contact us at [email protected] and consider reporting your experience to the FBI's Internet Crime Complaint Center or the Better Business Bureau to help keep others safe online, too. As part of our commitment to a fair and efficient hiring process, Tebra utilizes BrightHire, an interview intelligence platform, for our phone and video screenings. This technology records and transcribes interviews to help us ensure consistency, reduce bias, and make more informed hiring decisions. By applying for this position, you acknowledge that your interview may be recorded.