Clinic Practice Manager

Clinic 805 is a patient-focused medical and cosmetic clinic offering a comprehensive range of surgical and non-surgical aesthetic treatments. We are committed to delivering safe, high-quality, and compassionate care. We are seeking an experienced and highly organized Clinic Practice Manager to provide operational leadership and support the continued growth and success of our clinic.

Status: Permanent full-time.

Hours: Full-Time, Permanent (4 or 5 days a week).

This is an excellent opportunity for a motivated healthcare leader who enjoys fostering a positive workplace culture, driving operational excellence, and ensuring exceptional patient and staff experience.

Position Summary

The Practice Manager is responsible for the day-to-day administrative and operational management of the clinic. Working closely with physicians, clinical staff, and leadership, the Practice Manager ensures efficient operations, regulatory compliance, financial stewardship, and a positive patient experience.

The successful candidate will oversee clinic operations, human resources, quality improvement initiatives, and administrative functions while promoting a collaborative and professional work environment.

Key Responsibilities

Operations & Administration

• Oversee daily clinic operations and workflow.
• Develop, implement, and monitor administrative processes and procedures.
• Coordinate clinic scheduling and resource allocation.
• Ensure efficient patient flow and service delivery.
• Support strategic planning and organizational initiatives.
• Coordinate clinic maintenance and facility-related services, including preventive maintenance schedules, repairs, vendor management, and workplace safety considerations.

Human Resources

• Support recruitment, onboarding, training, and retention of staff.
• Maintain employee personnel files and confidential HR documentation.
• Manage employee files and documentation.
• Coordinate performance reviews and employee development activities.
• Foster a positive, respectful, and collaborative workplace culture.
• Assist with employee relations matters and conflict resolution.
• Prepare and review staff timesheets, ensuring accuracy and timely submission.
• Act as the primary liaison with the payroll provider and coordinate payroll-related matters, including employee updates, payroll changes, and issue resolution.
• Monitor mandatory training, certifications, and staff compliance requirements.

Financial & Business Management

• Monitor clinic expenditures and operational budgets.
• Oversee accounts payable, including invoice processing and payment coordination.
• Review invoices, contracts, and vendor agreements.
• Assist with financial reporting and performance monitoring.
• Identify opportunities for operational efficiencies and cost savings.

Quality, Compliance & Risk Management

• Support quality improvement and patient safety initiatives.
• Ensure compliance with applicable regulations, accreditation requirements, and clinic policies.
• Coordinate annual policy reviews and staff education activities.
• Monitor incident reporting, corrective actions, and risk management processes.
• Maintain documentation required for audits and accreditation reviews.

Patient Experience

• Promote a high standard of patient service and professionalism.
• Respond to patient concerns and complaints in a timely manner.
• Monitor patient feedback and identify opportunities for improvement.

Qualifications

Required

• Bachelor’s degree in Business Administration, Healthcare Administration, Human Resources, or a related field, or an equivalent combination of education and experience.
• Minimum 3–5 years of progressive management experience, preferably in a healthcare setting.
• Strong leadership, organizational, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Advanced proficiency with Microsoft Office applications.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.

Preferred

• Experience in a surgical, medical specialty, or ambulatory care setting.
• Knowledge of healthcare privacy legislation and accreditation standards.
• Human Resources training or certification.
• Experience with healthcare scheduling and electronic medical record systems.

Skills & Attributes

• Strong interpersonal and relationship-building skills
• High level of professionalism and discretion
• Excellent time-management and organizational abilities
• Ability to le