Outpatient Program Manager

The Program Manager – Outpatient Services is responsible for the operational, administrative, and business management of the organization’s outpatient therapy program. This role ensures that services are accessible, efficient, compliant, and positioned for sustainable growth.

The Program Manager partners closely with the Clinical Director, Clinical Supervisors, and community stakeholders to support service delivery without providing clinical care or clinical supervision. Familiarity with mental health settings is beneficial but not required.

• Oversee day-to-day administrative operations of the outpatient therapy program.
• Ensure alignment with organizational policies, funder requirements, and applicable regulations.
• Attend meetings and training with regulatory and partner agencies.
• Implement program policies and workflows in partnership with clinical leadership.
• Monitor operational metrics and prepare reports for leadership.
• Manage the outpatient therapy program budget, tracking expenditures, identifying cost efficiencies, and collaborating with leadership to ensure financial accountability and sustainability.

• Monitor clinician schedules, caseloads, and utilization.
• Identify barriers to access and service delivery.
• Review referral pipelines, waitlists, and assignments.
• Maintain referral tracking tools and conduct monthly reviews with clinicians.

• Run and distribute weekly documentation compliance reports.
• Follow up with clinicians to support timely completion.
• Monitor documentation trends and elevate systemic issues.
• Support accurate records for billing, reporting, and compliance.
• Coordinate administrative components of intern and practicum programs.
• Manage onboarding, scheduling, and supervision coordination.
• Schedule shadowing and observational opportunities.
• Serve as liaison with academic institutions and community programs.
• Coordinate logistics for supervisor participation and evaluations.
• Support recruiting, onboarding, and operational training.
• Coordinate meetings, training, and professional development.
• Assist leadership with workflow and performance concerns.

• Coordinate monthly client satisfaction and quality assurance outreach.
• Compile and report findings to leadership.
• Monitor operational trends impacting client experience.

• Support relationships with referral sources and community partners.
• Represent the organization at community events.
• Identify opportunities for program growth and partnerships.

• Support adherence to accreditation, licensing, and funding requirements.
• Coordinate preparation and submission of required reports.
• Track regulatory updates and support audits or site visits.

• Bachelor’s degree in business administration, healthcare administration, public administration, or related field.
• 3–5 years of experience in program management or operations.
• Strong organizational, analytical, and communication skills.
• Experience managing workflows, utilization, or service capacity.

• Experience in mental health, healthcare, or nonprofit settings.
• Experience coordinating interns or trainees.
• Familiarity with EHR or data reporting systems.

Job Type: Full-time

Pay: $62,000.00 - $70,000.00 per year

• 401(k)
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Winchester, VA 22601 (Required)
• Some travel may be required in and around Shenandoah County and Loudoun County

Ability to Relocate:

• Winchester, VA 22601:
  Relocate before starting work (Required)