Administrator Physiotherapy Clinic

3 weeks ago

North Vancouver, Canada Body Works Sports Physiotherapy Full time

**Administrator**

Flourishing physiotherapy clinic in North Vancouver that prides itself on delivery of exceptional client care is looking for an experienced Office Manager to help maintain and improve our high standards of exceptional care. Are you looking for a challenging yet satisfying position in a highly rewarding and meaningful industry and clinic? Then this is the job for you

**Personality Fit**

We are looking for a vibrant, energetic, organized individual who is dedicated and detail

**Responsibilities**:
**General Duties**
- Review, understand and work to improve operational systems, processes and policies in support of the mission and goals of the clinic
- Play a significant role in long term planning, including initiatives geared to improving customer service and can communicate this to the team effectively to ensure team cooperation for achieving excellent outcomes
- Able to be a strong contributor to organizational planning and business development to improve the longer-term business outcome
- Assessment and independent management of typical problems that may arise from time to time
- The ability to look at situations from several points of view to understand the perspective of the client, clinician, staff, or owner, before drawing conclusions or acting quickly
- You are a natural problem solver, and highly entrepreneurial. There is no problem you can’t solve and you are always thinking on your feet
- You are proactive in identifying the root cause of issues and developing solutions.
- You remain highly flexible and adaptable when faced with ambiguity.
- You effectively balance autonomy and collaboration.
- You inspire breakthrough thinking and continuous improvement.
- You seek the best (sometimes not the easiest) solutions, with an unwavering commitment to do what is right.
- Manage and increase effectiveness and efficiency of the service delivery of Body Works Sports Physiotherapy through creative improvements and coordination with the team.

**Scheduling and Day to Day Operations of the Clinic, Clinic Policies and Procedu**res
- Oversee all scheduling of administrative and clinical staff, in coordination with administrative and clinical staff
- Oversee waitlists and other enquiries
- Administration of online scheduling and billing software (Jane Software)
- Oversee proper use of the electronic charting system for all staff and uploading of all appropriate information into client charts while maintaining security of personal and medical information
- Oversee Financial management of the day-to-day operations of the clinic and ensure financial settlement at end of day is accurately completed by the team
- Oversee and Manage clinic inventories, order supplies and equipment to ensure that all necessary items are available
- Oversee the cleaning and maintenance in the clinic to ensure it meets our high standards for cleanliness and sanitation, especially with more stringent protocols around COVID-19 virus and WorksafeBC requirements
- Liase with the property management group to help oversee achieving assistance with building maintenance issues that may interfere with our business operation, such as elevator repair or window washing
- Coverage of reception duties when needed to ensure smooth operation of the clinic
- Oversee patient engagement and review patient and clinic metrics, ensure protocols for patient follow-up are being adhered to by the team to ensure that patients needs are being met

**Business Development and Communication**
- Oversee clinic marketing and written content using various media including print media and signage, brand recognition, social media, website, and/or blog. Prepare metrics to measure the effectiveness of these marketing initiatives to determine the best outcomes for future planning and refinement of future marketing initiatives.
- Development of promotional materials, newsletters, rewards and referral programs
- Organization of community involvement events, presentations and marketing lunches to help bring awareness of our brand and services and positive outcomes
- Oversee SEO contract, advertising campaigns etc. and monitor results to ensure value and performance
- You have experience in public relations, with a strong understanding of the media landscape
- You have a keen eye for emerging media and digital social trends.

**Financial**
- Oversee Financial management of the day-to-day operations of the clinic and ensure financial settlement at end of day is accurately completed by the team
- Preparation of payroll for staff and payments for clinicians bi-monthly
- Manage and collect Accounts Receivables
- Basic bookkeeping/accounting (QuickBooks) for entering expenses and simple items
- Work closely with bookkeeper to ensure any discrepancies, errors and/or missing information get cleared up and corrected to ensure proper monthly financial reconciliation
- Create monthly financial reports, and additional reports as needed
- Assist with Creating financial

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