Job Title: Clinic Manager — Fertility Clinic
Reports to: Chief Operating Officer / Director of Operations
Works closely with: Medical Director, physicians, nursing, embryology/andrology, ultrasound, reception, HR, and finance teams

Position Summary The Clinic Manager oversees daily clinic operations, staff coordination, scheduling, patient service, inventory, and administrative performance. The manager ensures that patients move efficiently through their care journey, staff understand their responsibilities, and operational issues are addressed promptly. The Clinic Manager supports clinical teams while ensuring that medical decisions remain with appropriately authorized healthcare professionals.

Key Responsibilities

Daily Clinic Operations Oversee opening and closing procedures, daily staffing, room readiness, equipment availability, and patient flow. Conduct brief team huddles, assign responsibilities, and address delays or service disruptions. Ensure daily checklists are completed and outstanding issues are escalated.

Patient Scheduling and Follow-Up Manage appointment utilization for consultations, follow-ups, cycle monitoring, ultrasound, and procedures according to physician availability and approved booking guidelines. Ensure referrals are tracked, patients are contacted promptly, and required documents are obtained. Monitor cancellations, no-shows, and waitlists, with documented follow-up and rebooking. Ensure patients leave with a clear next step and follow-up appointment where required. Coordinate administrative arrangements for IUI, IVF, egg retrieval, embryo transfer, and fertility preservation with the relevant clinical teams.

Staff Supervision and Development Prepare staff schedules, arrange coverage, monitor attendance, and review timesheets. Support recruitment, onboarding, orientation, and performance evaluations. Maintain training records and coordinate competency assessments with qualified clinical leads. Address performance concerns, encourage teamwork, and escalate unresolved staffing matters to leadership.

Patient Experience and Complaint Management Maintain a respectful, supportive, and confidential environment.



Address administrative concerns and patient complaints promptly, document actions taken, and involve clinical staff when concerns relate to treatment, symptoms, or results. Ensure patients receive consistent information about appointments, clinic processes, approved fees, and whom to contact for assistance.

Quality, Safety, and Accreditation Support Maintain organized operational records and support accreditation preparation, internal audits, and corrective actions. Monitor completion of temperature logs, cleaning records, equipment maintenance records, safety checks, and other required documentation. Coordinate with clinical leads to address deficiencies and ensure policies are available and followed. Report incidents promptly and track assigned corrective actions through completion.

Inventory and Equipment Management Oversee stock counts, purchasing, receiving, storage, and inventory reconciliation. Monitor expiry dates, reorder levels, shortages, and discrepancies. Coordinate medication inventory with authorized clinical staff and equipment servicing with designated providers. Ensure supplies and equipment are available for scheduled services.

Financial and Administrative Oversight Ensure approved fees are communicated before services, payments are collected appropriately, receipts are issued, and daily collections are reconciled. Monitor outstanding balances, refunds, cash handling, and inventory transactions. Work with billing and accounting teams to identify missing documentation, billing discrepancies, and rejected claims requiring review. Track operational costs and implement approved improvements to clinic efficiency.

Referral Development and Service Growth Coordinate physician outreach, clinic introduction letters, referral forms, and follow-up with referring practices. Track referral volumes,



booking outcomes, and barriers to access. Support approved service expansion, current location setup, and patient outreach initiatives. Promote available services accurately and ensure treatment recommendations remain clinically driven.

Reporting and Accountability Provide weekly reports covering appointment utilization, referrals, no-shows, patient follow-up, staffing, training, inventory, collections, complaints, and outstanding action items. Assign clear owners and deadlines, escalate barriers early, and report completed outcomes on time.

Authority and Professional Boundaries The Clinic Manager may organize workflows, supervise administrative staff, and implement approved operational policies within delegated authority. The manager must not independently interpret results, prescribe or change medications, determine treatment eligibility, or override clinical decisions. Any clinical duties require the appropriate professional registration, competence, and authorization.

Qualifications and Experience

- Experience managing a healthcare clinic, preferably in fertility, gynecology, or another specialist setting.
- Strong staff supervision, scheduling, patient service, and problem-solving skills.
- Familiarity with fertility treatment workflows and coordination between clinical departments.
- Experience using an EMR, Microsoft Office, and operational reporting tools.
- Working knowledge of privacy, infection prevention, quality improvement, and clinic financial processes.
- Education in healthcare administration, business administration, nursing, or a related field is preferred. Professional registration is required if clinical duties are included.

Key Performance Measures

- Timely referral contact and appointment booking.
- Documented follow-up of cancellations and no-shows.
- Efficient schedules and patient flow.
- Completed orientation, training, and staff evaluations.
- Accurate inventory and daily financial reconciliation.
- Timely resolution of complaints and corrective actions.
- Complete operational records and reports.
- Delivery of assigned priorities within agreed deadlines.

📌 Clinic Manager (Ottawa)
🏢 CareerBeacon
📍 Ottawa