Clinic Operations & Growth Manager
Location: Ajax, ON
Position: Full-Time
About The Derm Clinic
The Derm Clinic is a physician-led medical and aesthetic dermatology practice committed to delivering exceptional patient care while building a culture of professionalism, accountability, and continuous improvement.
As our clinic continues to grow, we are seeking an experienced Clinic Operations & Growth Manager who will become a key leader within the organization. This role is ideal for someone who enjoys improving operations, leading teams, driving measurable business growth, and helping a clinic reach its full potential.
This is not simply an administrative or reception role. While reception and administrative duties are part of the position, the primary responsibility is leading the day-to-day operations of the clinic and helping the business grow through strong execution, accountability, and operational excellence.
Position Summary
The Clinic Operations & Growth Manager will oversee the daily operations of the clinic while working closely with the physician owner to improve efficiency, patient experience, team performance, and clinic growth.
We are looking for someone who has successfully contributed to growing an established clinic or service-based business. We are not looking for someone seeking their first management opportunity—we are looking for someone who understands how to build on an existing foundation through leadership, accountability, and measurable results.
This role is focused on maximizing the performance of the clinic using the systems, services, and resources already in place. We value thoughtful ideas, but we place greater value on execution and achieving results within the existing structure.
Key Responsibilities
Revenue Growth & Business Performance
- Help drive sustainable clinic growth through operational excellence.
- Monitor clinic KPIs including consultation conversion, revenue, patient retention, rebooking, and retail performance.
- Work with the clinical team to improve consultation outcomes and achieve the clinic target consultation conversion rate of 50–80%.
- Review unsuccessful consultations to identify trends and implement improvements.
- Ensure marketing initiatives are executed effectively and leads are followed through consistently.
- Develop systems that improve patient follow-up, retention, and overall clinic performance.
- Prepare weekly and monthly KPI reports with practical, data-driven recommendations.
Team Leadership & Accountability
- Lead the day-to-day operations of the clinic team.
- Foster a culture of professionalism, accountability, teamwork, and continuous improvement.
- Monitor staff productivity, workflow, and efficient use of scheduled treatment time.
- Review treatment scheduling to ensure appointments are appropriately timed and clinic resources are utilized efficiently.
- Conduct coaching and performance discussions.
- Address day-to-day operational concerns before escalating them to the physician owner.
- Ensure clinic policies, SOPs, and operational standards are consistently followed.
Staff Scheduling & Workforce Management
- Prepare and manage staff schedules.
- Coordinate vacation requests, time-off requests, and shift changes while maintaining clinic coverage.
- Monitor attendance, punctuality, and timekeeping.
- Ensure staffing levels appropriately match clinic demand.
- Review scheduling efficiency and recommend workflow improvements.
Operations
- Oversee the daily non-clinical operations of the clinic.
- Ensure treatment rooms and clinic spaces remain organized and operating efficiently.
- Monitor inventory levels, expiry dates, and product usage.
- Prepare inventory reports and purchasing recommendations for physician approval.
- Coordinate equipment maintenance schedules.
- Assist with reception, patient communication, scheduling, invoicing, and administrative duties when required.
- Prepare weekly payroll summaries and employee timesheets for physician review and approval, ensuring hours, vacation, and any adjustments are accurate prior to payroll processing.
Patient Experience
- Ensure every patient receives a welcoming and professional experience.
- Monitor patient feedback and online reviews, grow online reviews pool.
- Identify opportunities to improve the patient journey from first contact through follow-up.
Weekly Responsibilities
- Review clinic revenue progress.
- Monitor consultation conversion.
- Review patient follow-up and rebooking.
- Monitor staff productivity and workflow.
- Review marketing lead performance.
- Prepare inventory reports and purchasing recommendations.
- Identify operational issues and implement solutions.
- Prepare weekly priorities and action items.
Monthly Responsibilities
- Prepare a comprehensive KPI report.
- Review clinic revenue and progress toward targets.
- Review consultation conversion and patient retention.
- Review retail performance.
- Evaluate marketing performance.
- Review staff productivity and accountability.
- Review attendance, scheduling, and clinic efficiency.
- Identify operational improvements.
- Present priorities for the upcoming month.
- Present only those decisions requiring physician approval.
Required Qualifications
- Minimum 3–5 years of leadership or clinic management experience.
- Demonstrated success managing operations in a medical, aesthetic, healthcare, or other service-based business.
- Proven experience helping grow an established clinic or practice through operational excellence and measurable performance improvements.
- Experience managing staff performance, accountability, scheduling, and workflow.
- Experience monitoring KPIs and improving business performance.
- Strong organizational, leadership, communication, and conflict-resolution skills.
- Comfortable making day-to-day operational decisions independently.
Preferred Experience
- Medical aesthetics or healthcare management experience.
- Experience improving consultation conversion, patient retention, scheduling efficiency, or clinic profitability.
- Experience coordinating marketing initiatives and tracking return on investment.
- Familiarity with EMRs, CRM systems, scheduling software, and KPI reporting.
Compensation
Hourly Rate: $30(based on experience) with 6 monthly review if revenue+clinic targets met/exceeded. An individual who proves to be an asset to the team has potential to grow.
Quarterly Performance Bonus
Performance bonuses are based on measurable outcomes in:
- Clinic revenue (current operational benchmark $35,000/month, current growth target $50,000/month)
- Consultation conversion (target 50–80%)
- Operational excellence and staff accountability
- Leadership, patient experience, and reduction of operational burden on the physician owner
Bonus Structure
- Meets Expectations: $750
- Exceeds Expectations: $1,500
- Outstanding Performance: Up to $2,500
Revenue targets will be reviewed and adjusted as the clinic continues to grow.
Who Will Thrive in This Role?
This position is for someone who enjoys taking ownership, solving problems, leading people, and improving businesses.
You are someone who sees opportunities to improve systems, increase efficiency, and help a team perform at its best. You believe accountability, execution, and continuous improvement are the keys to long-term success.
If you're looking for a role where you can make a meaningful impact on a growing physician-led clinic while helping build a high-performing team, we'd love to hear from you.
Job Types: Full-time, Part-time
Pay: $28.45-$32.00 per hour
Benefits:
- Company events
- On-site parking
Work Location: In person
