Clinic Manager

Pelvico Health Centre is a growing, multidisciplinary healthcare clinic dedicated to providing exceptional, evidence-based care in a welcoming, supportive, and collaborative environment.

With two locations in Bedford and Bayers Lake, our team offers pelvic health physiotherapy, orthopaedic physiotherapy, massage therapy, acupuncture, and specialized postpartum rehab and fitness programming.

As we continue to grow, we're looking for an experienced, organized, and proactive Clinic Manager to help lead our operations and support our team across both locations.

The Opportunity

We're looking for someone who loves organization, thrives in a fast-paced environment, enjoys leading people, and takes pride in making things run smoothly.

The Clinic Manager will oversee the day-to-day administrative, operational, and financial coordination of both clinic locations. This is a hands-on leadership role that requires initiative, accountability, excellent communication, and the ability to independently identify and solve problems.

You'll work closely with clinic ownership while taking responsibility for the systems, processes, and people that keep our clinics running efficiently.

Key Responsibilities

Clinic Operations & Organization

• Oversee daily operations at both Bedford and Bayers Lake locations.
• Ensure clinics are organized, properly staffed, clean, stocked, and running efficiently.
• Coordinate facility maintenance, equipment servicing, supplies, and inventory.
• Develop and improve administrative workflows, policies, and procedures.
• Troubleshoot operational challenges and proactively implement solutions.

Team Leadership & Human Resources

• Lead, support, and supervise our administrative team and Team Leads.
• Coordinate administrative schedules, vacation requests, and staffing coverage.
• Provide ongoing coaching, training, feedback, and performance evaluations.
• Support recruitment, interviewing, hiring recommendations, and employee onboarding.
• Foster a positive, collaborative, and accountable workplace culture.
• Assist with clinician scheduling, onboarding, and administrative coordination.

Patient Experience & Scheduling

• Maintain exceptional customer service standards across both locations.
• Oversee appointment scheduling, patient inquiries, cancellations, and waitlists.
• Manage escalated patient concerns and resolve administrative issues professionally.
• Monitor clinic capacity and clinician schedules to improve appointment availability.
• Identify opportunities to improve patient satisfaction and clinic efficiency.

Financial Administration & Payroll

• Oversee accounts receivable, outstanding balances, payment collection, and billing accuracy.
• Monitor insurance claims and outstanding receivables.
• Coordinate payroll preparation, including employee hours, vacation, and approved adjustments.
• Monitor operational expenses and identify cost-saving opportunities.
• Prepare regular operational and financial reports for clinic ownership.

Supplies, Inventory & Purchasing

• Manage ordering and inventory of clinical, administrative, and cleaning supplies.
• Ensure both clinic locations are appropriately stocked.
• Coordinate with suppliers and vendors, monitor purchasing costs, and maintain inventory systems.
• Identify opportunities to improve purchasing efficiency
• Oversee equipment maintenance, repairs, and replacement coordination.

Systems, Programs & Clinic Growth

• Oversee administrative use of JaneApp and other clinic management systems.
• Support administrative coordination of group classes and specialized programs.
• Assist with marketing initiatives, patient communications, and community events.
• Track key clinic performance indicators and identify opportunities for improvement.
• Support the implementation of new services, systems, and business growth initiatives.

What We're Looking For

Required Qualifications

• Previous experience in healthcare administration, clinic management, office management, or a comparable leadership position.
• Demonstrated experience supervising and supporting employees.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication, interpersonal, and problem-solving skills.
• Experience with scheduling, billing, and administrative software.
• Strong understanding of customer service and professional workplace expectations.
• Ability to work independently, exercise sound judgment, and take initiative.
• Comfortable working across both clinic locations.
• Ability to handle confidential patient, employee, and financial information with professionalism and discretion.

Preferred Qualifications

• Previous management experience in a physiotherapy, rehabilitation, or multidisciplinary healthcare clinic.
• Experience using JaneApp and Quickbooks.
• Familiarity with extended health insurance billing and direct billing processes.
• Experience with accounts receivable, payroll coordination, or financial administration.
• Knowledge of CAF, VAC, or MVA billing and authorization procedures.
• Experience with employee recruitment, onboarding, and performance management.

The Ideal Candidate

We believe the right personality and leadership approach are just as important as experience.

Our ideal Clinic Manager is someone who:

• Takes initiative: Sees what needs to be done and takes action without waiting to be asked.
• Is a natural leader: Confidently supports staff, delegates responsibilities, and maintains accountability.
• Is exceptionally organized: Enjoys creating systems, improving processes, and keeping things running smoothly.
• Is solutions-oriented: Approaches challenges with a positive attitude and practical solutions.
• Is adaptable: Can confidently manage competing priorities and unexpected situations.
• Communicates effectively: Is approachable, professional, and comfortable having difficult conversations when necessary.
• Takes ownership: Follows through on responsibilities and genuinely cares about the success of the clinic.
• Values teamwork: Understands that a successful clinic depends on a supportive, respectful, and collaborative team.
• Flexibility & Adaptability: Demonstrates a flexible, team-oriented approach, with the ability to adjust schedules, shift priorities, respond to unexpected challenges, and provide support across both clinic locations as operational needs evolve.

Why Join Pelvico?

At Pelvico Health Centre, we're proud of the team and community we've built.

We're a growing, locally owned healthcare business that values collaboration, professionalism, initiative, and a positive workplace culture.

This is an opportunity to take on a meaningful leadership role, work closely with clinic ownership, contribute to business growth, and have a direct impact on the experience of both our patients and our team.

We're looking for someone who wants to grow with us and become an integral part of Pelvico's future.

Benefits:

• On-site gym
• On-site parking
• Paid time off
• Work Location: In person
• Phone provided