Medical Office Administrator jobs in Toronto, ON

Clinic Manager – Thornhill, Ontario

MedSleep was founded in 2004 out of a genuine passion for sleep medicine, and that spirit has grown into an entrepreneurial, fast-expanding national team with clinics across Canada. We're looking for an experienced, hands-on Clinic Manager to lead day-to-day operations at our Thornhill, Ontario clinic – someone who can balance strong leadership with a genuine commitment to patient care.
Why Join MedSleep?

• Be part of our growth story: we're a national Canadian company that's been expanding since 2004, with an entrepreneurial environment that rewards initiative and offers real career growth
• A commitment to education: ongoing personal and professional development is built into how we grow our people
• A diverse, welcoming team: we're proud that women make up the majority of our Senior Management team
• Comprehensive benefits: Health, Dental, Vision, Long Term Disability, Life Insurance, and Accidental Death & Dismemberment coverage
• Company Match RRSP Program
• Paid Time Off

What You’ll Do
Operations & Patient Experience

• Oversee daily clinic operations – reception, doctor's schedules, and sleep study booking – ensuring smooth patient flow and a high-quality experience at every touchpoint
• Interact directly with patients and physicians to address questions and foster a positive experience for both
• Handle escalated patient concerns with professionalism and care
• Analyze patient feedback surveys to identify areas for improvement

Team Leadership & Staffing

• Recruit, onboard/offboard, train, schedule, and manage clinic staff, building a team culture where every person is valued
• Coach and motivate the team, providing feedback to ensure quality, timeliness, and a positive patient experience
• Ensure adequate admin staffing to support delivery of excellent patient care
• Step into the Administrator role as needed during staff absences

Quality, Compliance & Billing

• Monitor and uphold clinical and administrative quality standards, ensuring compliance with health and safety regulations and patient privacy/confidentiality requirements (PHIPA)
• Track productivity, timeliness, and quality metrics; adhere to internal administrative and process standards
• Review and resolve OHIP billing questions, RAs, and rejections, and track non-OHIP receivables with the billing team
• Ensure sleep studies, consult notes, and follow-ups are reported and sent out in a timely manner

Systems, Reporting & Process Improvement

• Manage the clinic's EMR system, ensuring accurate patient records and efficient workflows
• Complete and submit operational reports in a timely manner
• Develop, roll out, and continuously improve administrative processes and policies

Budget, Supplies & Relationships

• Support budgeting, inventory management, and ordering of supplies
• Coordinate maintenance and repairs for clinic equipment and facilities
• Build and maintain strong relationships with referring physicians and community partners
• Contribute to local marketing and outreach efforts to support clinic growth

Skills & Qualifications:

• 3-5 years of experience in a healthcare administration, clinic management, or supervisory role (medical office or sleep/respiratory setting is an asset)
• Proven leadership skills with experience managing and developing a team
• Strong organizational and problem-solving abilities in a fast-paced environment
• Proficiency with EMR systems, scheduling software, and Microsoft Office
• Excellent communication skills, with the ability to liaise confidently with physicians, staff, and patients

Job Details:

• Location: Thornhill, Ontario
• Job Type: Full-Time, Permanent
• Schedule: M-F, 40 hours/week
• Salary: $62,000 - $72,000 per annum

MedSleep is built on skilled and dedicated employees, and we strive to create a great place to work and grow. If you're an organized, people-focused leader who wants to help build our legacy and future, we'd love to hear from you.
Vacancy Disclosure: this posting represents an additional position within our organization.
AI Use Statement: MedSleep uses artificial intelligence (AI) tools to assist in screening and evaluating candidate information. AI is used to ensure consistency, fairness, and efficiency in the recruitment process. All decisions are guided by human oversight and in compliance with Ontario's Employment Standards Act (ESA). By submitting your application, you consent to the use of AI for these purposes.

Job Type: Full-time

Pay: $62,000.00-$72,000.00 per year

Benefits:

• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Flexible language requirement:

• French not required

Work Location: In person