Clinic Operations Manager

Clinic Operations Manager

NuVista Mental Health

Full-Time – In person

Reports to: Regional Operations Manager

About NuVista

NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.

The Opportunity

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
• General Support & Continuous Improvement

Key Responsibilities

Leadership & Team Oversight

• 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
• Foster a positive and engaged clinic culture by organizing team meetings, clinician-admin collaboration sessions, and periodic team-building activities.
• Conduct periodic 1:1 meetings with clinicians to understand practice performance, goals, and support needs, and identify opportunities to improve utilization and client experience.

Scheduling & Operational Coordination

• 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
• Regularly review and quality assure clinic and clinician profiles on the company website, ensuring accuracy of availability, services, and credentials, and coordinating updates as needed.

Payroll, Billing & Financial Administration

• 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
• Monitor and follow up on Accounts Receivable (A/R), including regular tracking of outstanding balances with third-party payees and maintaining the A/R tracker in coordination with accounting.
• Ensure client fees are collected appropriately, including verifying coverage and following up on outstanding balances
• Support ordering of necessary supplies

Compliance, Policies & Professional Standards

• Follow standard operating procedures and office policies
• Maintain confidentiality, professional ethics, and positive client relations in alignment with clinic, provincial, and federal standards

General Support & Continuous Improvement

• Contribute to continuous improvement of administrative practices
• Complete additional operational or project tasks as required
• Support basic facility coordination and supply management, escalating larger maintenance or capital needs to the Regional Operations Manager.

Qualifications

• 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 (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, along with a strong work ethic and commitment to continuous learning

Core Competencies

• Budget Management: Uses resources efficiently and contributes to cost control and budgeting processes.
• Employee Management: Effectively delegates, motivates, and manages performance of employees.
• Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality.
• Interpersonal Skills: Builds strong relationships and works collaboratively with others.
• Leadership: Leads by example, makes sound decisions, and motivates others to achieve goals.
• Organizational Skills: Manages time effectively and maintains organized, efficient systems and workspace.
• Strategic Thinking: Establishes and communicates vision and applies creativity to solutions.