Clinic Office Manager

**Schedule**: Monday - Thursday
**Start Date**: February 2025
**Compensation**: $25-$32 per hour based on experience
**Work Location**: In-person

**Reporting**: This position reports directly to the Naturopathic Doctor ('ND')

**Location**: Mt. Newton Valley, Saanichton, BC

This is a unique opportunity to be an integral long term team member in a peaceful, family-oriented naturopathic clinic situated on a scenic farm in the picturesque Mt. Newton Valley.

We are looking for a positive, organized, and health-conscious **Clinic Office Manager** to support the smooth day-to-day operations of our single-doctor practice.

**Position Overview**

As the first point of contact, you will play a vital role in creating a welcoming, calm, confidential and compassionate environment for patients. This position requires both administrative and operational responsibilities, including:
**Patient Management**:

- Welcoming patients, ensuring a sense of comfort and calm during their visit.
- Processing end-of-visit action items, ensuring visit notes, follow up treatment plans as well as medication and supplement information are confidentially sent to the patient and processed by the ND.
- Managing wait lists, ensuring timely response to prospective patients.

**Billing & Records**:

- Managing patient records, including physical charts and electronic medical files.
- Ensuring billing is done on a timely and accurate basis.
- Processing any lab requests in a timely and accurate manner.

**Inventory & Supplies**:

- Managing inventory levels and ordering, receiving and organizing supplements as well as clinic supplies.

**Administrative Duties**:

- Drafting memo’s, letters and notes to file.
- Managing the clinic database and records, ensuring an accurate and well-organized document control system is in place.
- Conducting basic bookkeeping and processing payroll.
- Designing the seasonal newsletter templates, supporting the drafting and proofreading of content and managing the layout and presentation of the information.
- Managing course database and all communication pertaining to the course, including registration.
- Managing the mailing list for the clinic as well as maintaining an accurate client contact list.

**Other Duties**:

- Ensuring the cleanliness of the clinic at all times, including sweeping/dusting/wiping surfaces & high touch areas on a daily basis.
- Making up clinic treatment room, ensuring a clean and hygienic environment at all times.
- Working with the ND to optimize patient flow, streamline operations, and enhance efficiency.
- Gathering flowers from the farm for weekly clinic bouquets.
- Any other required duties which may arise.

**Required Skills & Qualifications**
- **Multi-tasking**: Ability to handle a variety of tasks with grace and efficiency, in a busy setting.
- **Autonomous Work Style**: Self-starter with excellent prioritization skills and mínimal need for supervision.
- **Confidentiality & Non-Disclosure**:The ability to maintain and protect the privacy of patient's personal health and financial information is a requirement of this role.
- **Interpersonal Skills**: Strong written and verbal communication skills with a natural talent for making people feel supported and at ease.
- **Problem-Solving**: Creative thinker with a proactive approach to optimizing procedures and improving systems.
- **Technical Skills**: Proficiency in Mac, PC, MS Word, Excel, and familiarity with JaneApp, Zoom, Canva, and Kajabi is an asset.
- **Bookkeeping Knowledge**: Experience with basic QuickBooks or basic reconciliation is preferred.
- **Marketing Support**: Familiarity with Kajabi or similar program for formatting and proofreading newsletters and course materials, is beneficial.

**Education & Experience**
- 2+ years of experience in a healthcare or medical office setting; leadership/management experience is an asset.
- Undergraduate degree or equivalent college training.
- Completion of a recognized Medical Office Assistant, Business Administration or Administrative Assistant program is considered an asset.
- Commitment to personal growth and self-development.

**Character & Personal Qualities**
- **Values & Integrity**:You are a values based and committed individual - honesty, dependability and trustworthiness are integral to who you are, at all times.
- **Clear Communicator**: You value clarity and simplicity in systems.
- **Adaptable**: Open to feedback and direction, with a calm and confident demeanor.
- **Purpose-Driven**: You understand the larger purpose behind your work and find meaning in helping others.
- **Attentive & Supportive**: Able to anticipate needs and assist proactively.
- **Health-Focused**: Personally committed to wellness and balancing work and life.

**Additional Information**
- No weekends or statutory holidays.
- Support hiring and training of administrative support, if required.
- Prepare and present reports to management when needed.
- Actively seek opportunities to improve cl