Clinic Manager

We are seeking a Clinic Manager for my psychology practice, MindSession, in Montréal. We specialize in intercultural psychology, and your profile seems like it could be a good fit for our needs.

• The scope includes managing daily operations, coordinating administrative staff and intake services, recruitment, improving systems and workflows, and managing projects. It also includes business development, outreach, and marketing coordination, through a combination of hands-on work and managing specialized contractors.
• Our team currently consists of a full-time intake coordinator, myself as the clinic director, and a team of about 20 clinicians (combination of licensed therapists and pre-licensed interns) who work independently when it comes to their clinical work but who need support and guidance when it comes to our administrative procedures and clinic policies.  

You will oversee daily operations so clinicians can focus on client care and the clinic runs efficiently, provide a consistent client experience, and remains financially sustainable.

Responsibilities include:

• Daily operationsCoordinate schedules, office use, room availability, supplies, maintenance, and technology; resolve operational problems.
• Client services and intakeOversee inquiries, intake, waitlists, clinician matching, referrals, and follow-up; address administrative concerns and escalate clinical issues appropriately.
• Team coordinationCoordinate recruitment, onboarding, departures, availability updates, and internal communication; ensure staff understand their responsibilities.
• Administrative supervisionTrain and supervise intake and administrative staff; assign work, monitor completion, and provide feedback.
• Billing and financial monitoringOversee invoicing, payments, outstanding balances, clinician payouts, and bookkeeping coordination; track revenue, expenses, and budgets.
• Policies and quality assuranceDevelop procedures, monitor administrative requirements, and coordinate privacy, consent, and record-management processes with the clinical director.
• Systems and improvementManage practice software, maintain workflows and templates, troubleshoot issues, and introduce useful automation.
• Business developmentCoordinate marketing, referral relationships, website updates, and service launches; monitor inquiries, bookings, and available capacity.
• Reporting and planningTrack operational performance, identify problems, recommend improvements, and support hiring and growth decisions.
• Podcast project management: Coordinate guests, recording schedules, production contractors, deadlines, publication, and promotion.
• Outreach: Develop referral relationships, coordinate partnerships and events, and track follow-up.
• Website: Keep clinician profiles, services, fees, availability, and other content current; coordinate technical updates.
• Marketing coordination: Organize campaigns, content calendars, and approvals; monitor results and spending.
• Vendor management: Source and compare SEO, social media, design, and other contractors; coordinate deliverables, assess performance, and manage approved budgets.

The manager owns the operational follow-through: identifying what needs attention, organizing the work, ensuring it gets completed, and reporting results. Clinical judgment, supervision, and professional practice decisions remain with the clinical director and treating professionals unless the manager separately holds that mandate and the appropriate qualifications.

You must be in Montreal, and fully bilingual in English and French. We are looking for someone organized, proactive, and comfortable taking ownership and moving projects forward.