Job Description

Position Title: Clinic Manager

Reports to:

Owner and/orMedicalDirector, Health for Life Medical Centre ("Centre")

Mission Statement for Health For Life Medical Centre (HFLMC)

The HFLMC provides a superlative comprehensive and timely preventative primary health care service through Lifestyle Medicine health assessments and recommendations (client "services"). These skilled client services inform the development of our clients' preventative health plans, the setting of meaningful goals and regular progress reviews. Allied health team members work collaboratively to provide these services which help our clients respond to existing or new health problems as well as maintain their physical and mental wellbeing and work towards Optimal health.

Client services provided by HFLMC include, but are not limited to the following professional activities:

diagnose, treat and prevent disease manage/coordinate client health care needs promote the key components of a healthy lifestyle to work towards Optimal Health including the six pillars of health:
o a plant-based diet

o sufficient exercise

o restorative sleep

o stress reduction and support

o avoidance of toxins

o social connections and meaningful activities

facilitate connection and coordination with other external services when needed provide continuity and access for client Medical & Health & Wellness care needs provide individual and group learning opportunities to support new client skills in self-care and wellness.

Purpose of the Position:

The Clinic Manager provides exceptional administrative, managerial, and clinical client services, communication, coordination and teamwork to ensure smooth and successful client services at the Centre. This leadership role combines administrative, operational, managerial and clinical expertise to support both staff and clients/patients in our dynamic healthcare environment.

Position Responsibilities:

Administrative Management:

Supervision of and participation in ensuring clear and timely clinic communication and coordination in a client-centred manner:

Exceptional communication with clients including onboarding new clients, scheduling client appointments and ensuring appropriate notifications/reminders Problem-solving/trouble-shooting and resolving client concerns to ensure client satisfaction and health outcomes Reception and telephone/secure messaging/email initiation and responses to clients Processing client payments Coordination of and providing supportive role in client educational programs, classes, celebrations, vaccination clinics etc. Production and distribution of Centre e-newsletters Maintaining/updating Centre website and any other social media platforms Ordering supplies Coordination of Retail sales Ensuring client and staff safety, comfort and satisfaction Coordination with regulatory bodies for inspections, certifications, and audits.

Staff Supervision and Development:

Assist with Hiring/supervision/managing of other office staff and volunteers to ensure smooth operation of the Centre. Foster a collaborative and supportive work environment, addressing staff concerns and encouraging professional growth. Ensure adequate staffing levels and effective scheduling to meet clinic demands. Maintain confidential health and personal information of all clients and staff attending the Centre including ensuring regular cyber-security training for all staff/consultants. Organize/chair staff meetings to address issues, share updates, and enhance team communication. Organize staff events/educational sessions

Client/Patient Experience and Satisfaction:

Monitor and improve client/patient flow and wait times to enhance their experience. Address client/patient concerns,complaints and feedback promptly, ensuring issues are resolved effectively. Develop & implement initiatives to allow the Centre to uphold high standards of customer service and client/patient care.

Clinical and Administrative Support:

Assist with clinical service provision when required, and as clinically appropriate, including but not limited to:

Vital sign checks and cognitive screening (Mini-Cog, MoCA) ECG's, set up Holter monitors and 24h ABPM Chemical urinalysis and phlebotomy Spirometry and ear syringing Sterilize clinical equipment; light maintenance of clinical equipment; ensure clean and tidy clinical work environment Ensure the clinic operates in compliance with local healthcare regulations. Maintain accurate and up-to-date patient records in accordance with privacy laws, such as HIPAA. Stock supplies and equipment required for clinic operations Manage office cleanliness, complete laundry & dishwashing, dispose of trash and recycling Answer telephone inquiries, photocopying/faxing, managing electronic and paper filing system, sorting incoming and outgoing mail Computer work including Microsoft Office and current EMR (Telus PS Suite) Relay results and other information to clients/patients as required Small errands

Electronic Medical Record, Microsoft Office software, website maintenance:

Create databases, maintain, edit and prepare required reports from the EMR and using standard office software such as Microsoft Office. Liaise with EMR provider and HFLMC IT support as needed to ensure EMR and other electronic functionality Maintain clinical data on medical and other consultations and request and receive reports. Coordinate and arrange timely diagnostic appointments, referrals and consultations. Create user-friendly custom forms, templates and letters in EMR as required. Update Centre website monthly and as required.

Financial Functions:

Maintain organized inventory of office and client care materials. Communicate with agreed suppliers to maintain appropriate inventories. Prepare required reports and communicate with accountant and bookkeeper for Centre on key financial issues. Basic financial duties including paying Centre-related bills (generally by Centre cheque or credit card).
Perform other related duties as required to ensure smooth operation of the Centre.

Education, Experience and Requirements:

The Clinic Manager will have:

A clinical healthcare diploma/degree and A Bachelor's Degree/Diploma in Healthcare Administration, Business Management, or a related field (Master's Degree preferred) or equivalent, A minimum of 5 years of clinical and administrative experience in a client-focused, medical & allied health setting.
The Clinic Manager will maintain their own clinical Registration in the province of Ontario and appropriate/ professional liability insurance.

Skills and Knowledge:

First Aid and CPR Certification WHMIS training Demonstrated Ongoing Continuing Education Advanced skill with Microsoft Office Products and information technology including electronic medical records, email, internet and social media. Self-directed team player demonstrating a consistent focus on client satisfaction and service. Excellent skills in working with people/managing teams in person, on the phone and via electronic media Stellar attention to detail and accuracy Ability to work in a fast-paced environment Competent and compassionate clinical skills appropriate for this unique medical clinic environment General understanding and personal application of core health principles central to the Centre's approach in lifestyle medicine and the Six Pillars of Optimal Health (i.e. healthy eating, exercise, restorative sleep, stress-reduction, social connection & meaningful activities and avoiding toxins) Personal and professional interest in promotion of a lifestyle approach to health Passion and creativity for cutting-edge healthcare program delivery.

Working Conditions:

Discretion and confidentiality are of the utmost importance.

The Clinic Manager works in an office and clinical environment, with varied workstation, clinical, office, kitchen, cleaning and laundry tasks. Flexibility and adaptability are essential, as the role may require responding to emergencies or adjusting to evolving healthcare demands.

There may be an option/requirement to work from home depending on the needs of the Centre, in which instance phone and internet accessibility will be required to be provided by the Clinic Manager.

The clinic environment includes exposure to chemicals for cleaning and disinfection, scents, and food/beverages, including potential allergens, as required for the operation of the Centre. Staff may be required to wear masks or other PPE (supplied by Clinic). The Clinic Manager will be required to obtain and/or provide proof of recommended vaccinations against Hepatitis B, influenza, COVID-19 and other vaccines as per Public Health and the Medical Director's recommendations.

Summary of Key Responsibilities, duties, skills & qualities:

Staff Management:

Hiring, training, supervising, and evaluating clinic staff.

Client/patient Care:

Overseeing client scheduling, developing and implementing client care protocols, and addressing client concerns.

Operational Management:

Ensuring efficient clinic operations, managing physical space, and implementing quality improvement plans.

Regulatory Compliance

: Ensuring adherence to relevant laws, regulations, and policies.

Financial Management

: Budget development, billing, collections, and inventory management.

Communication:

Liaising with healthcare professionals, clients/patients, and external vendors.

Leadership

: Strong ability to motivate and guide staff.

Communication:

Excellent interpersonal and written communication skills.

Organization:

Ability to manage multiple tasks and projects effectively, accurately and confidentially.

Problem-Solving:

Strong analytical and problem-solving skills.

Knowledge:

Familiarity with healthcare regulations, practices, and quality improvement methods.

Conclusion:

The role of the Health for Life Medical Centre Clinic Manager is integral to the successful operation of the Centre. It requires a unique blend of leadership, organizational, clinical skills, communication skills and role modelling, to ensure the best possible quality client/patient care while maintaining operational efficiency and client/staff satisfaction and excellence. For those passionate about healthcare and administration, and personal and professional growth, this role provides a fulfilling and impactful career.

Please upload and send your cover letter and resume to courtneyh@hflmc.ca.

Job Type: Full-time

Pay: $40.00-$50.00 per hour

Expected hours: 30 per week

Benefits:

Store discount Wellness program
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 2025-07-11