Growth Track to Clinic Manager
Lucid Behavioral Health
Santa Clara, California
Part-time, approximately 20–30 hours per week initially
Compensation: $35–$50 per hour, depending on experience
About Lucid Behavioral Health
Lucid Behavioral Health is a physician-owned outpatient psychiatry practice in Santa Clara founded by a double board-certified adult and child and adolescent psychiatrist.
The practice is in an active growth stage. We are expanding insurance participation, onboarding additional clinicians, launching SPRAVATO treatment, building referral relationships, and creating the operational foundation for future clinic locations across California.
This is not a role in a mature organization where every process is already established. The right candidate will help us build, test, improve, and document the systems that allow the clinic to operate consistently and eventually be replicated across multiple locations.
About the Role
The Clinic Operations Coordinator will take increasing ownership of the daily functioning of the Santa Clara clinic.
This person will supervise and coordinate administrative personnel, including reception and virtual support staff, while ensuring that patient workflows, scheduling, insurance processes, clinic readiness, and staff responsibilities are handled reliably.
The role requires someone who can work effectively in an evolving environment, identify what needs attention, organize people around clear priorities, and resolve routine operational problems without requiring constant physician involvement.
This position is intended to grow into a Clinic Manager role as the practice expands and the candidate demonstrates increasing leadership, judgment, and operational ownership.
Core Responsibilities Clinic Operations
- Oversee day-to-day administrative functioning of the clinic.
- Ensure that reception, scheduling, patient communication, insurance verification, copay collection, referrals, and other recurring workflows are completed accurately and on time.
- Monitor clinic readiness, supplies, equipment, inventory, and office needs.
- Support provider schedules and ensure that operational issues do not unnecessarily interrupt clinical care.
- Identify workflow gaps and recommend practical improvements.
- Help develop clear escalation processes so that clinical, administrative, and urgent matters are routed appropriately.
Staff Supervision
- Supervise administrative staff, reception personnel, and virtual assistants.
- Establish clear daily and weekly priorities.
- Delegate responsibilities and follow up on completion.
- Create accountability systems based on outcomes rather than excessive monitoring.
- Train and cross-train staff so that clinic operations do not depend on one person.
- Address repeated performance problems directly and professionally.
- Help define roles as the administrative team grows.
Patient Experience
- Help ensure timely, respectful, and professional communication with patients.
- Resolve routine scheduling, billing, authorization, and service-related concerns.
- Recognize when an issue requires escalation to a clinician or practice leadership.
- Improve intake, referral, follow-up, and appointment workflows.
- Support a calm, organized, and responsive clinic environment.
Insurance and Administrative Coordination
- Oversee insurance verification and benefit-confirmation workflows.
- Track prior authorizations and referral-related administrative work.
- Coordinate with the billing company when information or documentation is needed.
- Monitor whether administrative requirements are completed before appointments.
- Help prevent missed revenue caused by incomplete verification, delayed follow-up, or poor workflow execution.
SPRAVATO and New-Service Support
- Help build and implement operational workflows for SPRAVATO treatment.
- Coordinate supplies, scheduling, patient preparation, required documentation, and clinic readiness.
- Assist with staff training and role clarification for new service lines.
- Help create procedures that can later be replicated at additional Lucid locations.
Process Improvement
- Identify recurring operational bottlenecks before they become larger problems.
- Recommend practical solutions rather than only documenting the issue.
- Assist in creating and updating clinic workflows, checklists, and standard operating procedures.
- Help distinguish which processes require standardization and which require judgment.
- Work collaboratively with the future Operations Manager, who will oversee broader business systems, vendors, KPIs, onboarding infrastructure, and multi-site operations.
What This Role Does Not Require Initially
This is not primarily:
- a traditional medical assistant role,
- a front-desk-only position,
- an executive assistant position,
- or a senior corporate operations role.
The Clinic Operations Coordinator may occasionally assist with administrative work when necessary, but the primary purpose is to coordinate people, maintain clinic workflow, and prevent routine operational issues from returning to the physician-owner.
Ideal Candidate
The strongest candidate will:
- Be comfortable working in a growing practice where some systems are still being developed.
- Take ownership of objectives rather than waiting for step-by-step instructions.
- Be able to manage multiple personalities and work styles.
- Follow up consistently without becoming dependent on constant reminders.
- Stay calm when priorities change or several issues arise at once.
- Communicate directly, respectfully, and clearly.
- Be willing to make reasonable decisions within defined authority.
- Know when to solve a problem independently and when to escalate it.
- Understand that excellent clinic operations support patient care, staff performance, revenue, and long-term growth.
- Enjoy building something rather than only maintaining an established system.
Preferred Qualifications
- Two or more years of experience in outpatient healthcare, medical-office operations, specialty clinics, behavioral health, or a similar environment.
- Experience supervising staff, leading workflows, or serving as a lead medical assistant, clinical coordinator, office supervisor, or assistant practice manager.
- Familiarity with scheduling, referrals, insurance verification, prior authorizations, billing coordination, patient communication, and electronic health records.
- Experience training or onboarding employees.
- Strong written and verbal communication skills.
- Comfort using Google Workspace, spreadsheets, task-management systems, and electronic health-record platforms.
- Behavioral-health or psychiatry experience is helpful but not required.
- Medical assistant certification is helpful but not required if the candidate has strong relevant clinic-operations experience.
Success During the First 90 Days
A successful candidate will be expected to:
- Learn Lucid’s current clinical and administrative workflows.
- Develop effective working relationships with existing administrative personnel.
- Establish clear responsibilities and accountability for reception and virtual-assistant staff.
- Create reliable daily and weekly operating routines.
- Improve visibility into incomplete, delayed, or recurring administrative work.
- Identify at least three meaningful workflow improvements.
- Reduce the frequency with which routine clinic issues require the physician-owner’s direct involvement.
- Help create stronger cross-coverage so that operations continue when a team member is absent.
- Demonstrate sound judgment regarding patient concerns, staff performance, prioritization, and escalation.
Growth Opportunity
Lucid is building the flagship operating model for future psychiatric and SPRAVATO clinics.
A candidate who demonstrates strong judgment, leadership, accountability, and ownership may grow into:
- Clinic Manager,
- Senior Clinic Manager,
- Multi-site Clinic Manager,
- or Regional Clinical Operations leadership.
Growth will be based on demonstrated responsibility and impact rather than tenure alone.
Work Arrangement
- Part-time initially, approximately 20–30 hours per week.
- The role may expand as patient volume, staffing, and service lines grow.
- Regular onsite availability in Santa Clara is expected.
- Some administrative work may be completed remotely when appropriate.
- The schedule should include availability during active clinic hours and sufficient flexibility to address operational needs.
Compensation
$35–$50 per hour, depending on directly relevant clinic-operations and staff-management experience.
Compensation and scope will be reviewed as the role expands and the candidate assumes greater ownership.
Who Will Thrive Here
This role may be a strong fit for someone who naturally thinks:
“There has to be a better way to organize this.”“I can resolve this without unnecessarily involving the physician.”“The task was delegated, but I still own whether the outcome happened.”“How do we build this once so it works for the next clinic too?”
Someone who requires a completely established structure, narrow responsibilities, or extensive day-to-day direction may find this environment difficult.
Application Instructions
Please submit a résumé and brief response to the following:
- Describe a clinic workflow or operational problem you identified and improved.
- Describe your experience supervising or coordinating administrative staff.
- Explain how you would manage a reliable employee who completes direct instructions but frequently misses less-structured follow-up tasks.
- State your desired hourly compensation and weekly availability.
Pay: $35.00 - $50.00 per hour
Work Location: In person
