Medical Office Manager

4 weeks ago

Toronto, Canada Toronto Athletic Club Sport Medicine Clinic (TACSMC) Full time

**About the Cambridge Group of Clubs**

**Purpose and Objective**

In addition to providing a high level of customer service to the clients we serve, as our SMC Office Manager, you will be enlisted with the role of supervising clinic operations plus support the day-to-day reception operation. This role supports and develops reception policies and procedures, administrative functions, as well as maintains all products and supplies needed for clinic functioning.

**Major/Specific Responsibilities (including but not limited to)**:

- Responsible for staff recruitment when needed. This includes posting job internally/ externally and applicant selection process. Working with HR and Accounting for administrative onboarding and integration.
- Responsible for reception staff scheduling as discussed with clinic management, including reception desk coverage as required, call scheduling, supervising reception staff, initial and on-going reception training.
- Preparation and tracking of the therapist schedule on the EMR.
- Preparing and tracking monthly cost analysis for reception staffing.
- Coordinate and help prepare monthly reception meetings and provide regular updates to all staff regarding revised or new policies.
- Reviews, updates and develops clinic policy and procedures; developing into a cohesive clinic office manual. Develop policies/procedures to help clinic team respond to customer concerns; assist in resolving escalated concerns when expertise is required.
- Coordinating the cleanliness of the clinic including the maintenance and daily upkeep of the clinic area and treatment rooms.
- Managing timelines and deadlines and providing general administrative support to overall clinic function and between the various club departments.
- Coordinating the purchase and ordering of all office and clinic supplies and managing the tracking of payables and inventory monthly through the accounting department to ensure expenses are in line with clinic determined margins.
- Manages and supports daily clinic transaction, day end financials and daily corrections to financials with efficient clinic policies and procedures (i.e. opening and closing procedures/task lists).
- Responsible for the payroll function for administrative staff and therapists
- Responsible for day-end procedures, month-end and other financial and statistical reports as needed (i.e. AR).
- Assists cash inflows/outflows and performs basic bookkeeping, bank deposits, and reconciliations.
- Assists all billings and collections, including third-party invoicing, and collection of AR.
- Will function as IT point person for clinic reception with respect to EMR staff training, EMR Q+A, tablet/desktop support and liaising with CGOC IT.
- Includes ensuring proper phone and computer support for reception functioning.
- Other projects and assignments as needed.

**Qualifications/Requirements**
- Highly developed computer literacy in a wide range of administrative support programs (i.e. working knowledge of EMR’s, MS Word, Excel and PowerPoint, Adobe, etc.).
- Experience with EMR Janeapp is an asset.
- Excellent writing, communication and interpersonal skills exhibited through positive interactions with patients, members, staff and therapists.
- Good organizational and time management skills with demonstrated ability to work with mínimal supervision in an active, friendly environment.
- Sound professional judgment in dealing with all levels of staff, patients, club members and volunteers.
- Experience in clinic reception environment (minimum 2 years preferred)
- Supervisory or management experience (minimum 2 years preferred)

**Job Types**: Full-time, Permanent

**Salary**: $50,000.00-$60,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Life insurance
- On-site gym
- Paid time off
- Store discount

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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