Outpatient Therapy Operations Coordinator in San Jose, California at LGTC Group

LGTC Group, P.C. is a CARF-accredited, multi-site behavioral health organization providing evidence-based mental health services across outpatient, IOP, PHP, and residential levels of care throughout the San Francisco Bay Area. We serve children, adolescents, and adults across Santa Clara County and beyond, with a multidisciplinary team committed to individualized, compassionate treatment that promotes lasting recovery and well-being.

The Outpatient Therapy Operations Coordinator is a pivotal operational role responsible for the day-to-day management of LGTC's outpatient therapy services across multiple locations. This position sits at the intersection of clinical operations and administrative systems — ensuring seamless scheduling, EHR compliance, credentialing coordination, regulatory adherence, and continuity of care for an active outpatient caseload.

The ideal candidate is operationally precise, comfortable with data, and able to work proactively across clinical, administrative, and leadership teams without requiring close supervision. Prior experience in behavioral health or healthcare operations is essential.

Scheduling & Calendar Management

• Coordinate and maintain therapist calendars across all outpatient locations
• Manage scheduling for Group Therapy, Social Labs, and therapy provision at satellite locations (Oakland, Roseville, Willow St., San Bruno)

EHR Administration & Compliance

• Audit and oversee documentation completion in the electronic health record (EHR)
• Provide EHR technical support to clinical staff — including couples therapy charting, treatment plan templates, documentation workflows, and consent forms for specialized services (couples therapy agreements, MFT video recording, KAP meet-and-greet consents)
• Ensure form forwarding rules are correctly configured for associates and clinical supervisors
• Set up private pay agreements in EHR for clients assigned to interns
• Maintain website accuracy for associate therapist listings and supervisor information

Credentialing & Staff Transitions

• Proactively communicate associate therapist licensure status changes to initiate credentialing without delay
• Coordinate client coverage options during credentialing periods
• Ensure adherence to therapist offboarding and client transfer protocols to maintain continuity of care

Case Management & Clinical Support

• Provide ongoing case management for enrolled outpatient clients
• Support high-acuity cases in collaboration with clinical staff

Data, Metrics & Reporting

• Prepare reports and track program metrics including demand, capacity, and census
• Track therapist productivity and calculate bonuses
• Work with Informatics lead to track Kaiser MBC stats — conversion rates and time to intake/admission
• Track and follow up on therapist complaint inquiry forms
• Identify therapist hiring needs and growth opportunities based on demand data (in-person, virtual, specific modalities)

Operations & Site Management

• Coordinate multi-site furniture procurement and site setup
• Track site-level expense reports for therapy-related purchases across all locations
• Maintain regulatory and policy compliance documentation for CARF through SharePoint
• Identify and support process improvement initiatives

Meetings & Cross-Functional Coordination

• Facilitate and attend psychotherapist monthly and quarterly meetings
• Attend Ketamine Assisted Psychotherapy-specific weekly meetings
• Coordinate across departments and disciplines to support seamless outpatient operations
• Support staff training and onboarding

Education

• Bachelor's degree required
• Master's degree preferred in Healthcare Administration, Public Health, Psychology, or a related field
• Relevant behavioral health operations experience may substitute for advanced degree

Core Competencies

• Operational precision — manages complex, multi-site scheduling, documentation audits, and compliance workflows simultaneously without dropping details
• Clinical operations fluency — understands the intersection of clinical practice and administrative systems; supports EHR workflows, credentialing timelines, and continuity of care protocols independently
• Proactive communication — anticipates downstream impacts (licensure changes, offboarding, site gaps) and initiates coordination before problems surface
• Data orientation — tracks productivity metrics, census data, conversion rates, and bonus calculations; translates operational data into actionable recommendations
• Cross-functional collaboration — effective working across clinical, administrative, contracting, and leadership teams across multiple locations
• Judgment under ambiguity — able to support high-acuity cases and process improvement initiatives with minimal direction

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

Pay: Starting at $30 per hour, commensurate with experience and qualifications.

Work Location: In person — San Jose

LGTC Group, P.C. is an equal opportunity employer committed to a diverse and inclusive workplace.