Clinic Manager

Job Title: Clinic Manager

Location: Elite Sport Performance

Reports to: Dale MacDonald, Clinic Owner

About the Clinic:

Join Western Canada’s leading multi-disciplinary sport injury clinic, committed to providing exceptional patient care and promoting an environment of innovation, wellness, and teamwork.

Position Summary:

The Clinic Manager plays a pivotal role in the clinic’s day-to-day operations by ensuring smooth administrative processes, supporting clinical staff, maintaining vendor relationships, and leading key financial and marketing initiatives. The Clinic Manager is both strategic and hands-on, balancing leadership responsibilities with administrative and operational tasks. The ideal candidate will have a strong background in managing a clinical practice with multiple therapists, ensuring efficient workflows, compliance with healthcare regulations, and effective financial management. You will collaborate closely with the team to develop policies, mentor staff, and address patient concerns, all while fostering a positive work environment.

Key Responsibilities

Administrative Operations:

• Provide front desk coverage and handle patient bookings as a backup when necessary.
• Manage Dale’s schedule, including booking meetings and interviews
• Oversee new patient intake materials and ensure the effective management of patient communications.
• Delegate and monitor administrative tasks to front desk staff to maintain an efficient workflow.

Patient and Practitioner Relations:

• Troubleshoot and manage patient concerns and complaints, ensuring timely and empathetic resolutions
• Manage practitioner schedules to ensure optimal use of rooms and equipment
• Act as the liaison for Exogen services, ensuring high-quality patient experiences
• Oversee and support with post-injection patient follow up calls
• Oversee and support front desk with Motor Vehicle Accident procedures

Financial Management, Payroll and Compliance:

• Manage third-party billing reconciliation
• Oversee Alberta Health Services (AHS) billing and reconciliation processes
• Handle banking tasks such as cheque printing and managing accounts receivable.
• Meet with accountants monthly to collect and deliver invoices and provide AR reports
• Process payroll and ensure timely and accurate payment of staff
• Act as the Netcare custodian and manage ChiroSuite administration and access
• Streamline accounting processes by organizing incoming and outgoing expenses.

Inventory and Vendor Management:

• Manage high-value inventory items (e.g., injectables) while delegating inventory counts to the front desk team
• Build and maintain strong relationships with vendors, ensuring timely orders and alignment with clinic budget needs

Human Resources and Leadership:

• Support the hiring process by participating in cultural fit interviews.
• Oversee the onboarding of new administrative staff and ensure contracts are signed
• Manage administrative staff schedules to ensure appropriate coverage
• Coordinate and lead regular staff meetings, including room bookings and lunch arrangements

Marketing and Content Creation:

• Assist with marketing initiatives, including the creation of advertisements and meeting with media partners
• Collaborate with the marketing team to enhance social media presence and organic SEO
• Develop and oversee email marketing campaigns, ensuring alignment with the clinic’s brand and goals
• Brainstorm and oversee the creation of patient education materials
• Support and implement content creation initiatives for digital and print platforms
• Expand and refine marketing efforts through targeted email campaigns and improved social media engagement
• Implement new systems and workflows to improve content creation and organic SEO strategies

Other Responsibilities:

• Organize and oversee surgical referrals, leveraging strong relationships with surgeons
• Provide support for changes requested by staff and contractors, exercising decision-making authority when appropriate.

• Post-secondary education in healthcare administration, business, or a related field.
• 3-5 years of experience in clinic or healthcare management.
• Strong knowledge of billing practices, including AHS and third-party reconciliation.
• Exceptional organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in clinic management software and Microsoft Office Suite.
• Ability to lead and motivate a team while fostering a positive work environment.
• Demonstrated experience in marketing, content creation, and vendor management.

Key Attributes:

• Proactive problem-solver with a high degree of professionalism.
• Strong financial acumen and attention to detail.
• Collaborative and adaptable, with a focus on continuous improvement.
• Passionate about supporting the clinic’s mission and enhancing the patient experience.