We are currently looking for a highly organized, proactive, and operations-focused Clinic Operations Coordinator to oversee the day-to-day administrative operations of our clinic, support physician workflows, assist with physician onboarding and communication, and help ensure the clinic team is operating efficiently and consistently.

Job Overview

As the Clinic Operations Coordinator , you will be responsible for helping the clinic run smoothly on a daily basis. You will oversee operational workflows, support physicians with administrative needs, coordinate physician onboarding, help maintain strong physician communication and satisfaction, create and update standard operating procedures, and ensure team members are following through on their responsibilities.

This role requires strong organizational skills, excellent communication, attention to detail, comfort with technology, and the ability to manage multiple priorities in a quick-paced healthcare environment.

Key ResponsibilitiesClinic Operations Management

- Coordinate and oversee the day-to-day administrative operations of the clinic.
- Ensure daily clinic workflows are running smoothly, efficiently, and consistently.
- Monitor outstanding tasks, follow-ups, documentation, referrals, forms, and patient-related administrative work.
- Help ensure clinic operations are organized, timely, and aligned with internal processes.
- Identify operational gaps and recommend improvements to increase efficiency and accountability.
- Maintain an organized, professional, and well-functioning clinic environment.
- Support scheduling, patient intake, document management, and administrative workflows as needed.

Physician Onboarding and Support

- Coordinate the onboarding process for new physicians joining the clinic.
- Ensure new physicians have access to required systems,



tools, workflows, forms, EMRs, scheduling platforms, and communication channels.
- Provide orientation to clinic processes, administrative workflows, documentation expectations, billing processes, and referral pathways.
- Prepare onboarding materials, checklists, training documents, and physician resource guides.
- Support physicians with day-to-day administrative and operational requests.
- Prepare forms, requisitions, prescriptions, referrals, letters, and other documents for physician review and signature.
- Help physicians stay organized by tracking outstanding tasks, follow-ups, and required documentation.

Physician Communication and Satisfaction

- Act as a key point of contact for physician communication and operational support.
- Maintain regular communication with physicians to understand their needs, concerns, and workflow challenges.
- Follow up on physician requests and ensure timely resolution.
- Escalate urgent issues or recurring concerns to leadership when appropriate.
- Help improve physician satisfaction by ensuring they feel supported, informed, and equipped to provide care efficiently.
- Gather physician feedback and identify opportunities to improve clinic systems, workflows, and communication.
- Support a positive and collaborative working relationship between physicians, administrative staff, and clinic leadership.

SOP Development and Process Improvement

- Create, update,



and maintain clinic standard operating procedures.
- Document workflows for scheduling, referrals, prescriptions, forms, billing support, patient communication, provider support, onboarding, and other key clinic operations.
- Ensure SOPs are clear, practical, and easy for team members to follow.
- Train or guide team members on new or updated processes.
- Help standardize clinic workflows to improve consistency, quality, and efficiency.
- Regularly review procedures and recommend updates based on operational needs.
- Support continuous improvement initiatives across clinic administration and physician support.

Team Coordination and Accountability

- Oversee day-to-day administrative task completion by clinic team members.
- Help ensure team members are completing their assigned responsibilities accurately and on time.
- Monitor workflow queues, task lists, shared inboxes, faxes, referrals, and outstanding administrative items.
- Provide reminders, clarification, and support to team members when tasks require follow-up.
- Help maintain accountability across the team while fostering a supportive and collaborative work environment.
- Identify training needs, workflow issues, or performance gaps and communicate them to leadership.
- Support coordination between team members to ensure patient care and physician support are not delayed.

Patient and Administrative Communication

- Ensure patient inquiries are responded to in a timely, compassionate, and professional manner.
- Coordinate appointment scheduling, rescheduling, confirmations, and follow-up communication.
- Provide patients with clear instructions regarding appointments, forms, referrals, virtual visits, and next steps.
- Ensure patient informat

📌 Office Assistant (Edmonton)
🏢 The Care Group
📍 Edmonton