About the Practice
Healthpoint Medical Clinic is a newly established, patient-centred family medicine clinic located in Langley, BC. We are committed to delivering compassionate, culturally sensitive, and equitable care to our diverse community. Our clinic is built on the values of excellence, transparency, and innovation — and we are looking for a highly qualified Office Manager to help us build a world-class practice from the ground up.
Role Summary
The Medical Office Manager is a senior leadership role responsible for the comprehensive management of all administrative, financial, operational, and human resources functions of the clinic. This individual will serve as the cornerstone of our day-to-day operations and will work directly with the physician to ensure the clinic runs efficiently, compliantly, and with exceptional patient and staff experience.
Qualifications & Education
Required:
Master's degree (MBA, MHA, MPA) or PhD in Finance, Healthcare Administration, Business Administration, or a closely related field
Minimum 15 years of progressive experience in finance, healthcare management, or customer service management
Proven experience managing accounts receivable and payable, bookkeeping, payroll, and cash handling in a professional environment
Experience working directly with healthcare professionals and within regulated healthcare environments
Asset (not required at time of hire):
Medical Office Administration diploma or equivalent certification (must be obtained within 1 year of employment — training and support will be provided)
Familiarity with BC Ministry of Health billing processes and CPSBC regulatory requirements
Key Responsibilities
Financial Management
Manage all accounts receivable and accounts payable for the clinic
Oversee bookkeeping, financial reporting, and cash management
Process and manage physician billing to MSP/Teleplan and third-party insurers
Track and manage clinic budget and expenses
Prepare payroll for all office employees accurately and on time
Manage petty cash and financial reconciliations
Operations & Administration
Oversee all day-to-day clinic operations to ensure seamless workflow
Arrange and manage staff schedules, appointments, and physician calendars
Organize and coordinate meetings, conferences, and professional development sessions
Manage supplies inventory — ordering, tracking stock levels, and ensuring adequate supplies at all times
Liaise with medical suppliers, laboratories, pharmacies, and external service providers
Ensure compliance with all relevant healthcare regulations and clinic policies
Manage electronic medical records (EMR) system administration — full training on state-of-the-art EMR will be provided
Human Resources & Staff Management
Supervise, mentor, and support all clinic staff including MOAs and administrative personnel
Manage staff attendance, vacation scheduling, sick leave, and accommodation requests
Attend to staff needs and ensure a positive, inclusive, and supportive workplace
Participate in the recruitment and onboarding of new staff members
Coordinate performance reviews and identify training and development opportunities
Marketing & External Relations
Support clinic marketing initiatives including digital presence, patient outreach, and community engagement
Manage relationships with healthcare authorities, healthcare divisions, third-party service
providers, and regulatory bodies
Represent the clinic professionally in all external communications and interactions
Manage project timelines, deliverables, and stakeholder communications
Skills & Competencies
Excellent verbal and written communication skills in English (a second language is a significant asset)
Exceptional interpersonal skills — able to work effectively with physicians, clinical staff, patients, and external stakeholders
Strong organizational and multitasking abilities with meticulous attention to detail
Demonstrated leadership, team management, and conflict resolution skills
Marketing and public relations awareness
Project management skills with the ability to manage multiple priorities simultaneously
Proficiency in standard office software (Microsoft Office Suite, Google Workspace)
Adaptability and willingness to learn new healthcare-specific systems and software
Working Conditions & Benefits
Working Hours: 35 hours/week for the first 6 months, transitioning to 40 hours/week based on operational needs
Work Model: Hybrid — combination of in-office presence at our Langley clinic and remote work
Annual Leave: Generous 6 weeks paid vacation per year
Public Holidays: All BC statutory holidays
Sick Leave: As per BC Employment Standards Act
Incentives: Performance-based incentives and bonuses
Training: Full training provided on EMR system, MSP/Teleplan billing, and clinic-specific workflows
Equity, Diversity & Inclusion
Healthpoint Medical Clinic is an equal opportunity employer committed to fostering a diverse, inclusive, and respectful workplace. We welcome applications from all qualified individuals regardless of race, ethnicity, religion, gender, gender identity, sexual orientation, age, disability, or national origin.
Persons with medical disabilities are warmly encouraged to apply. We are committed to providing reasonable accommodations throughout the recruitment and employment process.
Please inform us of any accommodation needs when applying.
Additional Requirements
A satisfactory Criminal Record Check is required prior to commencement of employment
Must be legally authorized to work in Canada
Must be able to maintain strict patient and staff confidentiality in compliance with BC PIPA
How to Apply
We invite qualified candidates to submit the following to [email protected] with the subject line:
"Application — Medical Office Manager"
Please include:
A tailored cover letter outlining your relevant experience and why you are the ideal candidate
A detailed curriculum vitae (CV) / resume
Copies of relevant educational certificates and credentials
Contact information for three professional references
We thank all applicants for their interest. Only candidates selected for an interview will be
contacted. All applications will be handled with strict confidentiality.
Pay: $24.00-$27.00 per hour
Benefits:
Work Location: In person
