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- Full-time
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- Microsoft Office
- Administrative experience
Quick apply
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Clinic Operations Manager

NUVISTA Mental Health
Bridgewater, NS

Quick apply

Job details

Full-time
23 hours ago

Skills

Inventory management
Microsoft Office
Administrative experience
Organizational skills
Payroll
Business
Leadership
Communication skills

Full job description

Clinic Operations Manager

NuVista Mental Health
Full-Time – In person

Reports to: Regional Operations Manager

About NuVista

NuVista Mental Health is a national network of mental health clinics serving communities across Canada. With locations from coast to coast and a growing portfolio of specialized sub-brands, NuVista is committed to accessible, evidence-based, and patient-centred care.

The Opportunity

The Clinic Operations Manager, under the supervision of the Regional Operations Manager, is responsible for overseeing the day-to-day operations of the clinic, including providing supervision and support to the administrative team.

This role is responsible for:

Leadership & Team Oversight
Scheduling & Operational Coordination
Payroll, Billing & Financial Administration
Compliance, Policies & Professional Standards
General Support & Continuous Improvement

Key Responsibilities

Leadership & Team Oversight

Serve as clinic figurehead and lead day-to-day operations
Act as liaison between clinical/support staff and management
Provide leadership, guidance, and supervision to the administrative team
Demonstrate collaborative leadership and implement effective administrative processes
Conduct annual performance reviews and provide constructive feedback
Ensure the admin team meets quarterly with clinicians to review contracts, schedules, hours, and client base
Support training and professional development
Foster a positive and engaged clinic culture by organizing team meetings, clinician-admin collaboration sessions, and periodic team-building activities.
Conduct periodic 1:1 meetings with clinicians to understand practice performance, goals, and support needs, and identify opportunities to improve utilization and client experience.

Scheduling & Operational Coordination

Ensure appropriate scheduling for clinicians and administrative staff
Provide front desk coverage as needed
Review daily schedules to confirm sessions are booked and billed appropriately
Ensure smooth coordination of administrative processes and workflows
Regularly review and quality assure clinic and clinician profiles on the company website, ensuring accuracy of availability, services, and credentials, and coordinating updates as needed.

Payroll, Billing & Financial Administration

Approve payroll hours, time off, and supervision hours by payroll deadlines
Provide clinicians with bi-weekly compensation reports
Oversee billing processes and submit required documentation to payroll
Monitor and follow up on Accounts Receivable (A/R), including regular tracking of outstanding balances with third-party payees and maintaining the A/R tracker in coordination with accounting.
Ensure client fees are collected appropriately, including verifying coverage and following up on outstanding balances
Support ordering of necessary supplies

Compliance, Policies & Professional Standards

Follow standard operating procedures and office policies
Maintain confidentiality, professional ethics, and positive client relations in alignment with clinic, provincial, and federal standards

General Support & Continuous Improvement

Contribute to continuous improvement of administrative practices
Complete additional operational or project tasks as required
Support basic facility coordination and supply management, escalating larger maintenance or capital needs to the Regional Operations Manager.

Qualifications

Certificate or diploma in Administration, Business, or equivalent, with minimum 3 years’ experience in a clinic, healthcare, or professional services environment

Demonstrated leadership, team coordination, and conflict resolution skills, with the ability to support administrative staff and collaborate effectively with clinicians and management
Strong organizational, multitasking, and problem-solving abilities, with a high level of attention to detail and ability to manage competing priorities in a fast-paced setting
Excellent customer service, interpersonal, verbal, and written communication skills, with the ability to maintain professionalism and confidentiality
Experience with scheduling, billing processes, payroll coordination, and general office financial administration, including managing budgets and inventory
Proficiency with Microsoft Office Suite and ability to quickly learn and effectively use electronic scheduling, billing, and reporting systems (experience with insurance billing considered an asset)
Experience in a revenue-based private clinic and/or familiarity with Military or Veterans Affairs environments considered an asset, along with a strong work ethic and commitment to continuous learning

Core Competencies

Budget Management: Uses resources efficiently and contributes to cost control and budgeting processes.
Employee Management: Effectively delegates, motivates, and manages performance of employees.
Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality.
Interpersonal Skills: Builds strong relationships and works collaboratively with others.
Leadership: Leads by example, makes sound decisions, and motivates others to achieve goals.
Organizational Skills: Manages time effectively and maintains organized, efficient systems and workspace.
Strategic Thinking: Establishes and communicates vision and applies creativity to solutions.

Quick apply

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