The Medical Operations Manager is responsible for the day-to-day clinical and administrative operations of Southwest Middlesex Health Centre (SMHC). This hands-on position reports to the Medical Administrator and manages nursing staff and medical office administrators while supporting physicians, learners, and allied health professionals.

Responsibilities /Daily Tasks
Clinical Operations

Manages daily clinic operations and patient flow

Schedules and oversees administrative and nursing staff, acting as the point of contact to resolve issues as they arise

Coordinates and participates in Health and Safety, hygiene, Infection Prevention and Control (IPAC), and Electronic Medical Record (EMR) audits, ensuring corrective actions are implemented and monitored to maintain compliance with organizational policies and regulatory standards

Schedules and records preventive maintenance for critical assets like autoclaves, exam tables, defibrillators, and refrigeration units for vaccines

Oversees the secure storage areas for biohazard bins, sharps disposal containers, and chemical waste until specialist vendor pickup

Oversees medical, clinical, and office inventory systems to ensure exam rooms are fully stocked

Ensures that nursing staff conform to CNO standards, competencies and nursing scope of practice

Ensures that all staff maintain appropriate professional relationships with patients, colleagues, learners, and external partners

Handles escalated patient or family complaints and resolves team disputes calmly

Medical Office Administration Leadership

Supervises and mentors Medical Office Administrators.

Coordinates onboarding, training and performance management

Resolves escalated patient complaints regarding billing,



wait times or scheduling

Optimizes patient intake workflows to reduce wait times and improve satisfaction

Oversees the EMR system and administrative technical updates

Enforces data integrity standards for front-desk team to ensure health card validation performed

Sets up and maintains provider-specific billing profiles, and referring physician lists within the Accuro database

Updates custom forms and uninsured fee schedules within the system as required

Oversees reconciliation of Ministry Patient Enrolment Reports against Accuro’s patient demographic charts to optimize monthly capitation payments

Oversees the administrative processing of New Patient Enrolment Forms to ensure they are uploaded, coded, and transmitted properly to avoid delayed capitation starts

Oversees and fixes Roster Mismatch errors

Supervises and provides backup support for complex scheduling of physicians, learners, nurses, and MOA staff

Physician/ Resident Recruitment & Onboarding

Coordinates arrival, orientation and shift schedules for medical residents and students

Supports EMR setup, scheduling templates and practice implementation

Manages the physical footprint of the clinic to ensure adequate exam rooms for learners, supervising physicians, and non-supervising physicians

Point of contact for all issues concerning access to EMR, IT, Petal, Phelix,



and any other organization-wide systems

Human Resources, Payroll and Billing

Participates in annual performance appraisals for administrative and nursing staff

Acts as backup to accountant for payroll, including timesheet verification, leave tracking and payroll submission

Reviews and reconciles complex OHIP submissions, including shadow-billing

Analyzes rejected claims, identifies root causes and spearheads the appeals process

Manages the Accounts Receivable aging report to minimize outstanding balances past 30, 60 and 90 days

Technology, Procurement & Facilities

Ensures staff adhere to organizational policies, recognize potential cyber threats, and follow best practices for protecting sensitive information and technology systems

Enforces health, environmental, and workplace safety rules

Plans fire drills and emergency response procedures

Other Duties

Performs other related duties as assigned.

SKILLS AND QUALIFICATIONS
**Must be legally able to work in Canada**

RN or RPN in positive standing with the College of Nurses of Ontario

University Degree in Nursing, or related discipline

Minimum five years of direct leadership experience, such as a nurse manager, assistant nurse manager, or clinical coordinator

Knowledge of CNO standards, nursing competencies, PHIPA, IPAC and OHIP billing

Demonstrated experience in supervising and scheduling medical professionals

Demonstrated experience in processing payroll and OHIP billing reconciliation

Demonstrated experience in crisis management and conflict resolution

Preferred: experience in a mental health setting

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📌 Medical Operations Manager (Ontario)
🏢 Southwest Middlesex Health Centre
📍 Ontario