Medical Office Manager / Clinic Operations Lead
About The Position
Pivot HR Services is pleased to present this exciting Medical Office Manager / Clinic Operations Lead opportunity on behalf of our valued client, Sapphire Medical Clinic. Sapphire Medical Clinic is a physician-founded family medicine clinic built around warm, clear, human-centred care. We are creating a clinic where patients feel safe, respected, and guided, and where physicians and staff can do meaningful work in a supportive, well-organized environment. Our clinic combines thoughtful systems, clear communication, and AI-supported workflows to reduce administrative burden and improve the patient and team experience. At Sapphire, how we work matters as much as what we do. We are looking for someone who naturally lives our core values: Warmth, Clarity, Mastery, Belonging, and Growth. We are looking for a Medical Office Manager / Clinic Operations Lead to help build and run the operational foundation of Sapphire. This is a leadership role for someone who brings both heart and structure. You will help create the systems, standards, and team culture that allow patients to feel cared for, physicians to feel supported, and staff to do their best work.
Requirements
- 3 years of experience in a medical office, clinic, or healthcare administrative setting; exceptional candidates with less experience may be considered.
- Strong understanding of scheduling, EMR workflows, referrals, billing, inboxes, and clinic communication.
- Prior leadership, supervisory, or clinic coordination experience preferred.
- Excellent written and verbal communication skills.
- Strong organizational and problem-solving skills.
- Comfortable using technology and learning new systems.
- Able to maintain confidentiality and professionalism.
Nice To Haves
- Experience with family medicine or primary care clinics.
- Experience managing MOAs or administrative healthcare staff.
- Experience with Arya EMR or similar systems.
- Strong Interest in AI-supported workflows, process improvement, and modern clinic operations.
- Experience helping launch, organize, or scale a clinic is an asset.
Responsibilities
- Oversee day-to-day clinic operations, patient flow, and administrative workflows.
- Support, train, and guide MOAs and administrative staff.
- Help maintain a warm, professional, organized patient experience.
- Build and improve SOPs, checklists, trackers, and clinic workflows.
- Support inbox management, referrals, scheduling, billing processes, and follow-up systems.
- Assist with staff and physician onboarding.
- Track operational issues and provide clear updates to leadership.
- Coordinate with vendors, consultants, and external partners as needed.
- Help maintain confidentiality, compliance, and professional clinic standards.
- Bring forward practical ideas to make the clinic simpler, smoother, and better.
Benefits
- Opportunity to help shape the systems and culture of a growing clinic from the ground up.
- Work closely with physician founders.
- Grow into a larger operations leadership role as the clinic expands.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
