Clinic Office Manager

1 week ago

Victoria, Canada Sentrex Health Full time
Position Type: Full Time

Department: PerCuro Clinical Research

Work Location: Vancouver Island

Work Arrangement: On-Site

Work Hours: Standard Business Hours Monday to Friday

Travel Required: Yes – Within Vancouver Island

Come and join our team But first, let us tell you why we love working here:

  • We are 100% Canadian with several locations
  • The opportunity to be a part of a winning, high-performing team
  • Collaborative, engaging workplace culture – we are passionate about our people
  • Flexible working environment that promotes a healthy work-life balance
  • Diverse and inclusive culture where your talent and commitment to excellence is welcomed and valued
  • PerCuro ( Latin for “ultimate healing”) Clinical Research is committed to the provision of effective treatments in a safe and supportive environment. Collaborating with physicians and other health care professionals, we endeavor to provide the highest level of care to those affected by life-altering diseases supporting patients and families alike

The Opportunity:

The Clinic Office Manager is an integral part of the PerCuro team, providing support for the coordination and delivery of services related to patient care offered across clinics. The role will report to the Regional Manager, Clinic Services and provide administrative and operational support for clinic operations on the Island. The successful candidate will be the first point of contact for clinic systems support (systems, phones, and Penelope-the clinic group EMR system), day to day process/workflow management and staff scheduling and leadership. The role is based on-site primarily at the Yates clinic location, with travel to other locations to ensure service delivery and maintenance needs are observed and managed for delivery of excellence in administrative services for patient care. The ideal person for the job will be a proactive problem solver with exceptional communication and interpersonal skills, and meticulous attention to detail.

A Day in the Life (Roles & Responsibilities):

  • Oversee clinic process workflow including scheduling, billing/oversite, documentation, and records management.
  • Collaborate with the Medical Associates and the Talent Acquisition team to build candidate pipelines, screen resumes, coordinate interviews, and navigate offer process.
  • Partner with Learning & Development team to coordinate onboarding of new hires, maintain and update training materials, and identify learning opportunities or training gaps.
  • Oversee and facilitate orientation and on-boarding for new team members by ensuring each staff member is set up for success with education for their role, responsibilities, and PerCuro and Sentrex core values.
  • Facilitate clinic-specific training and work instructions.
  • Consistently provide management and coaching of staff through regular one-on-one meetings, probationary check-ins, quarterly reviews, annual performance reviews, recognition and constructive feedback as required.
  • Review workflow management and, collaboratively with staff, identify opportunities for operational efficiencies within the clinics.
  • Oversee the day-to-day operations of clinics regarding patient care, and management of clinic staff. Act as an extension to the People & Culture team in rolling out HR related initiatives.
  • Establish best practices for an exceptional patient service environment in which all patients and staff are treated with dignity and respect.
  • Monitor and ensure effective, consistent patient care is delivered at clinics and operational flow enables timely and excellent patient care.
  • Provide infusion enrollment support for Duncan, Courtenay and Campbell River including all tracking follow up
  • Facilitate the transition of people and clinic processes from beginning to final stage of integration into Sentrex, acting collaboratively with PerCuro and Sentrex leaders.
  • Understand, perform, and manage all issues in a manner that is consistent with the values, vision, and mission of the business.
  • Ensure a continuous improvement culture is established and encouraged.
  • Provide additional support with other duties or projects as may be relevant to this role.
  • Additional duties as determined by the manager.
  • Oversee coverage for all staff vacation requests (final approval by Operations Manager) and arrange coverage for staff illnesses

What you need to ensure you are set up for success:

  • Post secondary education an asset. Otherwise, equivalent relevant experience within a medical environment.
  • Minimum of five years operations and leadership experience preferred.
  • Focus on attention to detail in all areas of work.
  • Ability to work in flexible, fast paced environment with multiple priorities.
  • Handle highly confidential information and maintain privacy and confidentiality.
  • Exceptionally skilled in working with people from various backgrounds and experiences by being highly adaptable, willing to learn, and motivated to lead others to following Continuous Improvement Processes.
  • Ability to build effective working relationships with colleagues and management.
  • Excellent oral and written communication skills.
  • Have a working knowledge of LAN network and be able to provide Tier One support.
  • High level knowledge and comfort with Microsoft Office suite

What makes you a great fit for this team:

  • Your commitment to providing a high level of service to your internal and external teams and patients.
  • You are highly adaptable with a track record of success during times of growth and organizational change.
  • You have a proven track record of developing trust and influence at multiple levels.
  • You demonstrate an impactful and candid communication style.
  • You have exceptional organizational skills with the ability to build effective working relationships with colleagues, management, and stakeholders.

PerCuro Clinical Research is proud to be an equal opportunity employer demonstrated by our commitment to diversity, inclusion, belonging, equity, and accessibility. We provide a safe space for all team members to express their individuality within our corporate culture.

We encourage you to apply and accept all applications. We realize that not every candidate will meet every single desired qualification. If your experience looks a little different from what we have identified and you think you can bring value to the role, we would love to learn more about you

Accommodation can be made available upon request for those candidates taking part in the selection process.

PerCuro Clinical Research recognizes the importance of immunization to protecting our staff, our patients, and members of the community from COVID-19. As such, and subject to any obligations under applicable human rights legislation, it will be a condition of employment that all new hires have received the first two doses of a COVID-19 vaccine approved by Health Canada. Also, due to the immunocompromised nature of our patients, annual flu immunization is strongly recommended. Successful applicants will be required to provide proof of full vaccination prior to their start date.

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