Outpatient Therapy Operations Coordinator

LGTC Group • San Jose, CA

8d • Onsite

About The Position

The Outpatient Therapy Operations Coordinator manages day-to-day outpatient therapy operations across LGTC's multiple locations. The role supports clinical operations and administrative systems, including scheduling, EHR compliance, credentialing coordination, regulatory adherence, and continuity of care for an active outpatient caseload. The ideal candidate is operationally precise, comfortable working with data, proactive across clinical, administrative, and leadership teams, and able to work without close supervision. Prior behavioral health or healthcare operations experience is essential.

The position is based in person in San Jose. Starting pay is $30 per hour, commensurate with experience and qualifications.

Requirements

• Bachelor's degree required.
• Prior behavioral health or healthcare operations experience is essential.
• Relevant behavioral health operations experience may substitute for an advanced degree.
• Ability to manage complex, multi-site scheduling, documentation audits, and compliance workflows with attention to detail.
• Understanding of clinical practice and administrative systems, including EHR workflows, credentialing timelines, and continuity-of-care protocols.
• Proactive communication and ability to coordinate ahead of anticipated operational changes.
• Ability to track productivity metrics, census data, conversion rates, and bonus calculations and translate data into actionable recommendations.
• Ability to collaborate across clinical, administrative, contracting, and leadership teams and multiple locations.
• Judgment and ability to support high-acuity cases and process improvement initiatives with minimal direction.

Nice To Haves

• Master's degree in Healthcare Administration, Public Health, Psychology, or a related field.

Responsibilities

• Coordinate and maintain therapist calendars across outpatient locations.
• Manage scheduling for Group Therapy, Social Labs, and therapy services at satellite locations in Oakland, Roseville, Willow St., and San Bruno.
• Audit and oversee completion of documentation in the electronic health record (EHR).
• Provide EHR technical support to clinical staff, including support for couples therapy charting, treatment plan templates, documentation workflows, and consents for specialized services.
• Ensure EHR form-forwarding rules are configured correctly for associates and clinical supervisors.
• Set up private-pay agreements in the EHR for clients assigned to interns.
• Maintain accurate website listings for associate therapists and supervisors.
• Communicate associate therapist licensure status changes to initiate credentialing promptly.
• Coordinate client coverage options during credentialing periods.
• Ensure adherence to therapist offboarding and client transfer protocols to maintain continuity of care.
• Provide ongoing case management for enrolled outpatient clients.
• Support high-acuity cases in collaboration with clinical staff.
• Prepare reports and track program metrics, including demand, capacity, and census.
• Track therapist productivity and calculate bonuses.
• Work with the Informatics lead to track Kaiser MBC statistics, including conversion rates and time to intake or admission.
• Track and follow up on therapist complaint inquiry forms.
• Identify therapist hiring needs and growth opportunities using demand data, including in-person, virtual, and modality-specific needs.
• Coordinate furniture procurement and site setup across locations.
• Track site-level expense reports for therapy-related purchases across locations.
• Maintain regulatory and policy compliance documentation for CARF through SharePoint.
• Identify and support process improvement initiatives.
• Facilitate and attend monthly and quarterly psychotherapist meetings.
• Attend weekly Ketamine Assisted Psychotherapy-specific meetings.
• Coordinate across departments and disciplines to support outpatient operations.
• Support staff training and onboarding.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid time off, including vacation, sick leave, and holidays
• CEU and professional development support
• Collaborative, mission-driven work environment within a CARF-accredited organization

What This Job Offers

• Job Type: Full-time