Medical Office Manager

Job description:

Location: Hamilton, ON

Reports To: Director of Operations

Hours of Work: Monday - Friday, with potential evenings and weekends (Saturday's & Sunday's) as required

Who This Position Is Perfect For:

We are seeking a dedicated and experienced Medical Office Manager to oversee the efficient operations of our medical practice in Ontario. The ideal candidate will be responsible for managing day-to-day office operations, ensuring a smooth workflow, overseeing administrative staff, and contributing to an exceptional patient experience.

• Be based in Hamilton, as this position requires in-office attendance with flexible working hours.
• Possess a strong work ethic and commitment to excellence.
• Be highly organized with the ability to multitask effectively while maintaining a focus on patient satisfaction and clinic operations.
• Demonstrate strong leadership and communication skills with a proven ability to manage teams.
• Be comfortable working autonomously, taking initiative to manage tasks and resolve issues efficiently.

Key Responsibilities:

1. Office Management

• Oversee daily administrative tasks, supplies, contracts, file management, and office policies and procedures.
• Coordinate facility inspections, preventative maintenance, repairs, and ensure clinic equipment and infrastructure remain safe and functional.
• Review physician requisitions for accuracy and completeness, coordinating with providers to resolve discrepancies and maintain accurate patient records.
• Oversee billing and payment collection processes, monitor key performance indicators, and implement cost-effective strategies while maintaining service quality.

2. Staff Supervision and Management

• Support recruitment, training, scheduling, supervision, and performance evaluations of clinic staff.
• Foster a positive, collaborative work environment and address employee concerns in coordination with HR and Management.
• Oversee MOA bookings, patient communications, and administrative workflows while providing hands-on MOA support as needed.
• Oversee appointment coordination, patient inquiries, and issue resolution while maintaining high standards of patient care, safety, and customer service.

3. Technology Administration and Integration

• Provide administrative support for clinic systems and software, including Accuro, Velox, Ocean Forms, Microsoft Office, Planner, and ClickUp.
• Identify and implement technology improvements to enhance operational efficiency.

Qualifications & Skills

Education & Experience:

• Completion of post-secondary education in Business, Office Administration, Healthcare Leadership, or similar field is considered an asset, but not required.
• A minimum of 2 years of progressive experience in a multidisciplinary clinical environment, ideally in diagnostic imaging, pain, and/or musculoskeletal.
• Minimum 1 year experience in a coaching or leadership role.
• Proficiency in MS Office and general computer use; PACS/EMR experience and knowledge of healthcare regulations and best practices are assets.
• Ability to uphold and maintain a high level of confidentiality in handling sensitive and confidential information.