Outpatient Therapy Administrative Assistant

LGTC Group • San Jose, CA

122d

About The Position

We are seeking a dedicated and detail-oriented Outpatient Therapy Administrative Assistant to support our outpatient therapy team and ensure smooth daily operations of the practice. In this role, you’ll manage appointment scheduling, coordinate client communications, maintain confidential records, and provide essential administrative support to both therapists and clients. The ideal candidate is organized, compassionate, and thrives in a fast-paced healthcare setting, bringing professionalism and empathy to every interaction.

Requirements

• 1–2 years of experience in administrative or scheduling roles, preferably in a therapy, medical, or healthcare setting.
• Proficiency in using scheduling software and EHR systems.
• Knowledge of HIPAA regulations and ability to manage sensitive client information with discretion.
• Strong attention to detail and organizational skills.
• Ability to multitask and remain calm and professional in a fast-paced environment.
• Customer service-oriented, with a compassionate and client-centered mindset.

Responsibilities

• Coordinate and maintain accurate therapist calendars.
• Schedule, reschedule, and cancel appointments via phone, email, or EHR.
• Proactively manage and fill open appointment slots; maintain and update waitlists.
• Match clients with appropriate therapists based on specialty, availability, and insurance.
• Confirm upcoming appointments and send reminders via email or phone.

Benefits

• Competitive salary

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees