Medical Office Manager

Core Care Family Health Team is a busy, well-established family medicine clinic with four family physicians and a dedicated team committed to providing high-quality, patient-centered care. We are seeking an experienced, organized, and proactive Medical Office Manager to oversee the day-to-day operations of our clinic and support our physicians, staff, and patients.

This is a leadership role for someone who enjoys problem-solving, improving processes, leading a team, and ensuring a busy medical practice runs efficiently.

Key Responsibilities

• Oversee the day-to-day operations of a busy four-physician family medicine clinic, ensuring efficient workflow and exceptional patient service.
• Lead and support the administrative team, including recruitment, onboarding, training, scheduling, performance management, attendance management, and maintaining employee records.
• Develop, implement, and maintain clinic policies, procedures, and operational processes.
• Create and manage physician and staff schedules, including vacation planning, locum coordination, and clinic coverage.
• Serve as the clinic's primary EMR administrator, including user management, custom forms and templates, staff training, troubleshooting, and liaising with EMR support.
• Coordinate clinic IT needs and act as the primary contact for external service providers, including telephone, internet, security, and other office systems.
• Arrange office maintenance and repairs by coordinating with building management and external vendors.
• Ensure compliance with privacy legislation by conducting regular privacy audits and supporting staff education and best practices.
• Address patient concerns and complaints professionally while promoting a positive patient experience.
• Liaise with the Hamilton Family Health Team, Ministry of Health, and other external partners regarding reporting, programs, and clinic operations.
• Work collaboratively with the billing clerk to support OHIP, Ministry of Health, WSIB, and third-party billing processes.
• Provide operational support to physicians and identify opportunities to improve clinic efficiency and patient care.

Qualifications

• Minimum 3–5 years of office management or healthcare administration experience, preferably in a medical clinic.
• Previous leadership or supervisory experience.
• Experience working with electronic medical records (EMRs); experience with Telus PS Suite is considered an asset.
• Knowledge of OHIP billing, Ministry of Health programs, WSIB, and third-party billing is an asset.
• Excellent organizational, communication, and interpersonal skills.
• Strong problem-solving abilities and the ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency with Microsoft Office and general office technology.
• High level of professionalism, discretion, and commitment to maintaining confidentiality.

What We're Looking For

The ideal candidate is:

• An organized and confident leader who enjoys supporting and developing a team.
• Proactive, adaptable, and able to manage competing priorities.
• A strong communicator with excellent customer service skills.
• Comfortable working independently while collaborating closely with physicians and healthcare professionals.
• Committed to creating a positive workplace culture and delivering exceptional patient care.

What We Offer

• Full-time, permanent position.
• Competitive salary based on experience.
• Supportive, collaborative, and respectful team environment.
• Opportunity to play a key leadership role in a well-established family practice.
• Opportunities for professional growth and development.

If you are an experienced healthcare administrator who is passionate about leadership, organization, and improving clinic operations, we would love to hear from you.

Pay: From $60,000.00 per year

Benefits

• Paid time off

Work Location: In person