Job Description

Job Summary

We are seeking a dedicated and organized Medical Office Manager to oversee the daily operations of our medical facility. The ideal candidate will have a strong background in medical office management, including experience with electronic medical records and familiarity with medical terminology. This role requires excellent supervisory skills and the ability to manage both staff and patient interactions effectively. The Medical Office Manager will play a crucial role in ensuring the smooth functioning of the office while maintaining compliance with healthcare regulations.

Responsibilities

1. Office Operations

Manage the day-to-day operations of the clinic, ensuring smooth patient flow and administrative efficiency

2. Staff Management

Supervise and support administrative staff including receptionists, MOAs, nurses, etc. Schedule staffing coverage and manage timesheets, vacation requests, and sick leaves Conduct staff training, onboarding, and performance evaluations

3. Financial Oversight

Oversee billing, invoicing, and collections (OHIP and private billing) Reconcile payments, track outstanding balances, and liaise with accounting/payroll when needed Manage inventory and procurement of office and medical supplies and medication

4. Compliance and Quality Assurance

Ensure compliance with privacy laws (PHIPA), workplace health and safety regulations, and college/professional guidelines Monitor adherence to infection prevention and control procedures Support accreditation processes and maintain regulatory documentation

5. Patient Experience

Address patient concerns or complaints with empathy and professionalism Implement systems to improve patient satisfaction and wait time management

6. Technology & Systems

Oversee clinic software and EMR platforms (Oscar) Coordinate IT troubleshooting and vendor communication Oversee appointment scheduling, front desk operations, and patient intake processes Maintain medical records systems (EMR - Oscar)

Qualifications

Post-secondary diploma or degree in Medical Office Administration, Health Services Management, or equivalent 3+ years of experience in a healthcare administrative leadership role (clinic, practice, or hospital setting) Proficiency in EMR systems and Microsoft Office Suite Knowledge of OHIP billing practices and medical terminology Strong leadership, conflict resolution, and organizational skills

Preferred Assets

Experience in specialized medical clinics (fertility, OB/GYN) Familiarity with HR policies and scheduling software (ADP) Certification in healthcare management (e.g., CHIMA, OHA, PMP) is an asset

Work Conditions

Full-time, on-site position (Monday to Friday; occasional evening or weekend availability may be required) Fast-paced environment with frequent patient and staff interaction
We invite qualified candidates who are passionate about healthcare management to apply for this vital role in our organization.

Job Types: Full-time, Fixed term contract
Contract length: 18 months

Pay: From $26.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress Company pension Dental care Extended health care Paid time off
Schedule:

Monday to Friday Weekends as needed
Ability to commute/relocate:

Etobicoke, ON M8X 2W4: reliably commute or plan to relocate before starting work (required)
Education:

DCS / DEC (required)
Experience:

Healthcare Leadership: 3 years (required) EMR systems: 3 years (required) OHIP Billing: 3 years (required)
Work Location: In person

Expected start date: 2025-07-25