Clinic Operations Manager

NUVISTA Mental Health•Dartmouth, NS

3d•Onsite

About The Position

The Clinic Operations Manager, under the supervision of the Regional Operations Manager, is responsible for overseeing the day-to-day operations of the clinic, including providing supervision and support to the administrative team. This role is responsible for Leadership & Team Oversight, Scheduling & Operational Coordination, Payroll, Billing & Financial Administration, Compliance, Policies & Professional Standards, and General Support & Continuous Improvement.

Requirements

Certificate or diploma in Administration, Business, or equivalent, with minimum 3 years’ experience in a clinic, healthcare, or professional services environment
Demonstrated leadership, team coordination, and conflict resolution skills, with the ability to support administrative staff and collaborate effectively with clinicians and management
Strong organizational, multitasking, and problem-solving abilities, with a high level of attention to detail and ability to manage competing priorities in a fast-paced setting
Excellent customer service, interpersonal, verbal, and written communication skills, with the ability to maintain professionalism and confidentiality
Experience with scheduling, billing processes, payroll coordination, and general office financial administration, including managing budgets and inventory
Proficiency with Microsoft Office Suite and ability to quickly learn and effectively use electronic scheduling, billing, and reporting systems

Nice To Haves

Experience with insurance billing considered an asset
Experience in a revenue-based private clinic and/or familiarity with Military or Veterans Affairs environments considered an asset
Strong work ethic and commitment to continuous learning

Responsibilities

Serve as clinic figurehead and lead day-to-day operations
Act as liaison between clinical/support staff and management
Provide leadership, guidance, and supervision to the administrative team
Demonstrate collaborative leadership and implement effective administrative processes
Conduct annual performance reviews and provide constructive feedback
Ensure the admin team meets quarterly with clinicians to review contracts, schedules, hours, and client base
Support training and professional development
Complete other duties as assigned by the Regional Operations Manager
Ensure appropriate scheduling for clinicians and administrative staff
Provide front desk coverage as needed
Review daily schedules to confirm sessions are booked and billed appropriately
Ensure smooth coordination of administrative processes and workflows
Approve payroll hours, time off, and supervision hours by payroll deadlines
Provide clinicians with bi-weekly compensation reports
Oversee billing processes and submit required documentation to payroll
Ensure client fees are collected appropriately, including verifying coverage and following up on outstanding balances
Support ordering of necessary supplies
Follow standard operating procedures and office policies
Maintain confidentiality, professional ethics, and positive client relations in alignment with clinic, provincial, and federal standards
Contribute to continuous improvement of administrative practices
Complete additional operational or project tasks as required