Job Description

Are you a results-driven, high-performance professional with a passion for clinic operations and patient engagement? Do you thrive in a fast-paced environment and have a track record of making impactful contributions to business growth? If so, we want you to join our team as a Clinic Administrator!

At BIOFLEX Laser Therapy Clinic, we are committed to providing exceptional care and a top-tier patient experience. As we continue to grow, we're looking for an exceptional Clinic Administrator to manage key operational functions and lead strategic initiatives that drive clinic success. You will play a pivotal role in supporting our clinic's growth, operational excellence, and patient satisfaction. This role is perfect for a dynamic individual who is ready to take ownership, deliver results, and make a significant impact.

Major Responsibilities:

Front Desk & Reception

Manage front desk operations, including patient check-in and check-out processes. Oversee scheduling appointments and ensure efficient use of clinic resources. Maintain accurate patient records and ensure compliance with privacy regulations. Utilize Google Suite for documentation, communication, and reporting purposes. Handle phone systems with professionalism, demonstrating excellent phone etiquette when interacting with patients and vendors. Coordinate with clinical staff to ensure seamless patient care and communication within the clinic. Establish and uphold efficient office procedures to improve productivity.

Driving Growth & Clinic Operations:

Oversee the day-to-day operations of the clinic, ensuring maximum efficiency, exceptional patient care, and a smooth experience from start to finish. Drive clinic growth by leading initiatives that boost patient volume, enhance retention, and maximize revenue generation. Take ownership of direct billing processes, ensuring accurate, timely, and efficient billing and payment handling for services rendered.

Rental Program Management & Expansion:

Proactively expand and optimize the clinic's rental program, maximizing opportunities while ensuring smooth administration. Accelerate rental program growth through targeted marketing, efficient coordination, and proactive patient engagement to boost rental numbers and overall revenue.

Marketing & Patient Engagement:

Lead and execute high-impact marketing initiatives, including postcard mailings, direct mail campaigns, and email marketing through Active Campaign to attract and retain patients. Develop and manage new patient packages to ensure a warm welcome and smooth onboarding process for new patients. Strategically oversee reactivation campaigns to reconnect with former patients and encourage their return to care. Enhance patient loyalty through consistent communication, follow-up calls, and personalized support.

MVA Growth & Patient Expansion:

Drive the growth of the clinic's MVA (Motor Vehicle Accident) patient base, focusing on both new and ongoing MVA cases. Implement proven strategies to increase MVA patient referrals, streamline the intake process, and ensure the best possible patient experience throughout treatment. Actively track and monitor MVA progress, taking proactive steps to meet growth goals and expand market share.

Data Management & Performance Tracking:

Develop and manage dashboards to track essential clinic KPIs, including patient engagement, revenue generation, and marketing effectiveness. Regularly analyze performance metrics to identify areas for growth, innovation, and improvement. Provide actionable insights into leadership, driving decision-making and strategic initiatives that propel the clinic's success.

Collaborative Team Leadership & Support:

Work closely with the clinical team to ensure smooth coordination between front desk operations, clinicians, and administrative functions. Lead by example, ensuring a positive and supportive environment where staff members are motivated to perform at their best. Continuously identify opportunities for process improvements, staff training, and enhanced patient care.

What We're Looking For:

Proven Track Record of Success:

You have a history of exceeding expectations, driving results, and making a measurable impact in previous roles.

Leadership Qualities:

You take initiative and thrive in a leadership role, consistently motivating and guiding your team toward success.

Operational Excellence:

You excel in managing clinic operations, from billing to patient care, with exceptional attention to detail and organizational skills.

Marketing & Patient Engagement Expertise:

You have experience developing and executing marketing strategies that drive patient acquisition and retention, including email campaigns, direct mail, and patient outreach.

Data-Driven & Results-Oriented:

You are highly analytical, able to track performance, generate actionable insights, and drive measurable results.

Dynamic & Resilient:

You thrive in a fast-paced, results-driven environment and can quickly adapt to new challenges with a positive attitude.

Qualifications:

Education:

Bachelor's degree in healthcare administration, business, marketing, or related field preferred.

Experience:

3+ years of experience in clinical or healthcare administration, with a proven ability to drive growth and improve operations. Marketing, patient relations, and/or office management experience are a plus.

Skills:

Strong proficiency with Microsoft Office Suite and Google Suite applications (Docs, Sheets, Drive). Familiarity with Jane App or other clinical software (EMR). Experience with Mail Chimp or other email marketing platforms. Excellent communication skills, both verbal and written. Ability to work autonomously, take ownership, and be accountable for results. Demonstrated ability to manage multiple projects simultaneously in a fast-paced setting. Strong organizational skills with the ability to manage multiple tasks effectively. Excellent phone etiquette and interpersonal skills to interact positively with patients and team members. Attention to detail, particularly in proofreading and managing patient documentation. Ability to work collaboratively within a team environment while also being self-motivated. Strong computer skills, including familiarity with various office equipment and software.
Job Type: Full-time

Benefits:

Dental care Extended health care Life insurance On-site parking Paid time off Vision care
Ability to commute/relocate:

Etobicoke, ON M8W 4W3: reliably commute or plan to relocate before starting work (required)
Experience:

Clinic/healthcare administration: 3 years (required)
Work Location: In person