Practice Manager, Rehab, Wellness & Mental Health

HealthOne • Toronto, ON

11d • CA$70,000 - CA$90,000 • Onsite

About The Position

HealthOne Medical & Wellness is seeking a Practice Manager to oversee the daily operations, financial health, and culture of its new multidisciplinary rehab, wellness, and mental health clinic at the Toronto Metro Centre location. This role is crucial in bridging clinical excellence with business efficiency, ensuring clinicians can focus on patient care while maintaining profitability, compliance, and operational smoothness. The Practice Manager will lead a diverse team of administrative staff and collaborate with various practitioners.

Requirements

• Bachelor’s degree in Healthcare Administration, Business Management, or equivalent industry experience.
• 3+ years of management experience in a healthcare setting (experience in private practice, rehab, or mental health is a strong plus).
• Proven experience with EMR systems and medical billing/insurance processes.
• Financial Literacy: Comfortable with P&L statements, budgeting, and KPIs.
• Leadership: A servant-leader approach capable of uniting a diverse team of professionals.
• Problem Solver: Ability to remain calm under pressure and resolve operational bottlenecks.

Nice To Haves

• Experience in private practice, rehab, or mental health.

Responsibilities

• Oversee daily clinic operations, ensuring smooth patient flow from intake to discharge.
• Manage provider schedules to maximize utilization (~85% target) while proactively preventing clinician burnout.
• Administer the EMR (Electronic Medical Record) system; troubleshoot technical issues and ensure accurate data entry.
• Maintain a therapeutic, safe, and professional environment suitable for both physical rehab and sensitive mental health consultations.
• Manage the full revenue cycle, including billing, coding, insurance claims, and accounts receivable.
• Monitor clinic profitability, managing overhead costs, supply procurement, and payroll budgets.
• Analyze financial reports monthly and present key insights to leadership regarding revenue trends and growth opportunities.
• Recruit, train, and supervise administrative support staff (front desk) and providers.
• Facilitate onboarding for new clinical and administrative hires, ensuring they understand practice culture and compliance requirements.
• Foster a collaborative, multidisciplinary culture - resolve interpersonal conflicts and bridge communication gaps between different clinical disciplines.
• Conduct regular performance reviews and 1:1 check-ins.
• Act as the escalation point for patient complaints, ensuring sensitive and professional resolution.
• Drive patient retention strategies to minimize cancellation/no-show rates (target <5%).
• Collaborate with marketing to increase new patient acquisition and encourage internal cross-referrals (e.g., Wellness to Rehab).
• Partner with various executive leaders and managers to promote a unified patient experience.
• Ensure strict adherence to privacy laws (HIPAA/PHIPA) and regulatory college standards for all disciplines.
• Manage credentialing, ensuring all practitioners maintain active licensure and insurance.

Benefits

• Competitive salary
• Team member discount program on all services & products offered at HealthOne (Dental, Optometry, Skin Care, Massage, Psychotherapy, etc.)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level