Medical Operations Manager

Southwest Middlesex Health Centre; Mount Brydges; On-site; CAD 90,000 - 120,000; Full time

Job summary

Southwest Middlesex Health Centre is seeking a Medical Operations Manager to oversee day-to-day clinical and administrative operations. The role leads nursing staff and medical office administrators while supporting physicians, learners, and allied health professionals.

Responsibilities include managing patient flow, auditing EMR usage, maintaining compliance with IPAC and OHIP billing, and supervising onboarding and performance management of staff.

Qualifications

• Must be legally able to work in Canada.
• Licensed RN or RPN in good standing in Ontario.
• Undergraduate degree in nursing or related field.
• Minimum five years of direct leadership in clinical settings.
• Knowledge of PHIPA, IPAC and OHIP billing.
• Experience supervising medical professionals and scheduling.

Responsibilities

• Manages daily clinic operations and patient flow.
• Schedules and oversees administrative and nursing staff, acting as the point of contact to resolve issues as they arise.
• Coordinates and participates in Health and Safety, hygiene, IPAC, and EMR audits, ensuring corrective actions are implemented and monitored to maintain compliance.
• Oversees the EMR system and administrative updates; ensures patient records and data integrity.
• Leads onboarding, training and performance management of MOAs and staff; supports physician and learner needs.
• Oversees recruitment and onboarding of residents and students; coordinates EMR access and scheduling templates.

Skills

Leadership & supervision

Payroll & billing reconciliation

OHIP billing knowledge

CNO standards & IPAC knowledge

Crisis management & conflictResolution

Education

RN or RPN in good standing with the College of Nurses of Ontario

University Degree in Nursing, or related discipline

Job description

The Medical Operations Manager is responsible for the day-to-day clinical and administrative operations of Southwest Middlesex Health Centre (SMHC). This hands-on position reports to the Medical Administrator and manages nursing staff and medical office administrators while supporting physicians, learners, and allied health professionals.

Responsibilities /Daily Tasks

Clinical Operations

• Manages daily clinic operations and patient flow
• Schedules and oversees administrative and nursing staff, acting as the point of contact to resolve issues as they arise
• Coordinates and participates in Health and Safety, hygiene, Infection Prevention and Control (IPAC), and Electronic Medical Record (EMR) audits, ensuring corrective actions are implemented and monitored to maintain compliance with organizational policies and regulatory standards
• Schedules and records preventive maintenance for critical assets like autoclaves, exam tables, defibrillators, and refrigeration units for vaccines
• Oversees the secure storage areas for biohazard bins, sharps disposal containers, and chemical waste until specialist vendor pickup
• Oversees medical, clinical, and office inventory systems to ensure exam rooms are fully stocked
• Ensures that nursing staff conform to CNO standards, competencies and nursing scope of practice
• Ensures that all staff maintain appropriate professional relationships with patients, colleagues, learners, and external partners
• Handles escalated patient or family complaints and resolves team disputes calmly

Medical Office Administration Leadership

• Supervises and mentors Medical Office Administrators.
• Coordinates onboarding, training and performance management
• Resolves escalated patient complaints regarding billing, wait times or scheduling
• Optimizes patient intake workflows to reduce wait times and improve satisfaction
• Oversees the EMR system and administrative technical updates
• Enforces data integrity standards for front-desk team to ensure health card validation performed
• Sets up and maintains provider-specific billing profiles, and referring physician lists within the Accuro database
• Updates custom forms and uninsured fee schedules within the system as required
• Oversees reconciliation of Ministry Patient Enrolment Reports against Accuro’s patient demographic charts to optimize monthly capitation payments
• Oversees the administrative processing of New Patient Enrolment Forms to ensure they are uploaded, coded, and transmitted properly to avoid delayed capitation starts
• Oversees and fixes Roster Mismatch errors
• Supervises and provides backup support for complex scheduling of physicians, learners, nurses, and MOA staff

Physician/ Resident Recruitment & Onboarding

• Coordinates arrival, orientation and shift schedules for medical residents and students
• Supports EMR setup, scheduling templates and practice implementation
• Manages the physical footprint of the clinic to ensure adequate exam rooms for learners, supervising physicians, and non-supervising physicians
• Point of contact for all issues concerning access to EMR, IT, Petal, Phelix, and any other organization-wide systems

Human Resources, Payroll and Billing

• Participates in annual performance appraisals for administrative and nursing staff
• Acts as backup to accountant for payroll, including timesheet verification, leave tracking and payroll submission
• Reviews and reconciles complex OHIP submissions, including shadow-billing
• Analyzes rejected claims, identifies root causes and spearheads the appeals process
• Manages the Accounts Receivable aging report to minimize outstanding balances past 30, 60 and 90 days

Technology, Procurement & Facilities

• Ensures staff adhere to organizational policies, recognize potential cyber threats, and follow best practices for protecting sensitive information and technology systems
• Enforces health, environmental, and workplace safety rules
• Plans fire drills and emergency response procedures

Other Duties

• Performs other related duties as assigned.

SKILLS AND QUALIFICATIONS

**Must be legally able to work in Canada**

• RN or RPN in good standing with the College of Nurses of Ontario
• University Degree in Nursing, or related discipline
• Minimum five years of direct leadership experience, such as a nurse manager, assistant nurse manager, or clinical coordinator
• Knowledge of CNO standards, nursing competencies, PHIPA, IPAC and OHIP billing
• Demonstrated experience in supervising and scheduling medical professionals
• Demonstrated experience in processing payroll and OHIP billing reconciliation
• Demonstrated experience in crisis management and conflict resolution
• Preferred: experience in a mental health setting