Medical Office Manager

Infini Health; Calgary; On-site; CAD 65,000 - 85,000; Full time

Job summary

Infini Health Inc. is seeking a dedicated Medical Office Manager to oversee daily operations at our Hamilton-based clinic.

This role requires in-office attendance with fixed hours and potential for extended days as needed to support patient care. You will supervise administrative staff, manage scheduling, billing, and electronic medical records, and collaborate with physicians to ensure efficient operations and a superior patient experience.

Qualifications

• Post-secondary education in Business, Office Administration, Healthcare Leadership, or similar field is considered an asset, but not required.
• A minimum of 2 years of progressive experience in a multidisciplinary clinical environment.
• Minimum 1 year experience in a coaching or leadership role.
• Proficiency in MS Office and general computer use; PACS/EMR experience and knowledge of healthcare regulations and best practices are assets.
• Ability to uphold and maintain a high level of confidentiality in handling sensitive and confidential information.

Responsibilities

• Oversee daily administrative tasks, supplies, contracts, file management, and office policies and procedures.
• Coordinate facility inspections, preventative maintenance, repairs, and ensure clinic equipment and infrastructure remain safe and functional.
• Review physician requisitions for accuracy and completeness, coordinating with providers to resolve discrepancies and maintain accurate patient records.
• Oversee billing and payment collection processes, monitor key performance indicators, and implement cost-effective strategies while maintaining service quality.
• Oversee MOA bookings, patient communications, and administrative workflows while providing hands-on MOA support as needed.
• Oversee appointment coordination, patient inquiries, and issue resolution while maintaining high standards of patient care, safety, and customer service.

Skills

Leadership

Staff supervision

Communication

Organization

Multitasking

Education

Post-secondary education in Business/Office Administration

Tools

Accuro

Velox

Ocean Forms

Microsoft Office

Planner

ClickUp

Job description

Hours of Work: Monday - Friday, with potential evenings and weekends (Saturday's & Sunday's) as required

Who This Position Is Perfect For:

We are seeking a dedicated and experienced Medical Office Manager to oversee the efficient operations of our medical practice in Ontario. The ideal candidate will be responsible for managing day-to-day office operations, ensuring a smooth workflow, overseeing administrative staff, and contributing to an exceptional patient experience.

• Be based in Hamilton, as this position requires in-office attendance with flexible working hours.
• Possess a strong work ethic and commitment to excellence.
• Be highly organized with the ability to multitask effectively while maintaining a focus on patient satisfaction and clinic operations.
• Demonstrate strong leadership and communication skills with a proven ability to manage teams.
• Be comfortable working autonomously, taking initiative to manage tasks and resolve issues efficiently.

Key Responsibilities:

1. Office Management

• Oversee daily administrative tasks, supplies, contracts, file management, and office policies and procedures.
• Coordinate facility inspections, preventative maintenance, repairs, and ensure clinic equipment and infrastructure remain safe and functional.
• Review physician requisitions for accuracy and completeness, coordinating with providers to resolve discrepancies and maintain accurate patient records.
• Oversee billing and payment collection processes, monitor key performance indicators, and implement cost-effective strategies while maintaining service quality.

2. Staff Supervision and Management

• Support recruitment, training, scheduling, supervision, and performance evaluations of clinic staff.
• Foster a positive, collaborative work environment and address employee concerns in coordination with HR and Management.
• Oversee MOA bookings, patient communications, and administrative workflows while providing hands-on MOA support as needed.
• Oversee appointment coordination, patient inquiries, and issue resolution while maintaining high standards of patient care, safety, and customer service.

3. Technology Administration and Integration

• Provide administrative support for clinic systems and software, including Accuro, Velox, Ocean Forms, Microsoft Office, Planner, and ClickUp.
• Identify and implement technology improvements to enhance operational efficiency.

Qualifications & Skills

Education & Experience:

• Completion of post-secondary education in Business, Office Administration, Healthcare Leadership, or similar field is considered an asset, but not required.
• A minimum of 2 years of progressive experience in a multidisciplinary clinical environment, ideally in diagnostic imaging, pain, and/or musculoskeletal.
• Minimum 1 year experience in a coaching or leadership role.
• Proficiency in MS Office and general computer use; PACS/EMR experience and knowledge of healthcare regulations and best practices are assets.
• Ability to uphold and maintain a high level of confidentiality in handling sensitive and confidential information.