Assistant Practice Manager

Rehoboth Medical Clinic is seeking an experienced, organized, and highly motivated Assistant Practice Manager to support the effective daily operations of our growing medical practice.

The successful candidate will work closely with the Practice Manager, physicians, and administrative team to ensure efficient clinic operations, smooth patient flow, and the delivery of exceptional patient services.

This role requires an individual with extensive hands-on experience in a medical office environment who can take initiative, coordinate administrative responsibilities, support staff, and contribute to maintaining high operational standards.

Key Responsibilities

• Assist the Practice Manager in overseeing the daily administrative and operational activities of the clinic.

• Coordinate and support Medical Office Assistants (MOAs), receptionists, and other administrative personnel.

• Oversee patient registration, appointment scheduling, referrals, and patient communication.

• Support physician scheduling and ensure effective coordination between healthcare providers and administrative staff.

• Monitor clinic workflows and implement improvements to enhance operational efficiency.

• Assist with staff onboarding, training, scheduling, and performance monitoring.

• Ensure accurate and timely management of electronic medical records (EMR).

• Support Manitoba Health billing, claims processing, and administrative reconciliation.

• Address patient concerns and ensure excellent customer service throughout the clinic.

• Maintain patient confidentiality and ensure compliance with applicable healthcare privacy regulations.

• Assist with inventory management, office supplies, and coordination with external service providers.

• Prepare operational reports and provide administrative support to clinic management.

• Supervise daily administrative operations in the absence of the Practice Manager.

The ideal candidate will demonstrate professionalism, strong leadership potential, excellent organizational skills, and a commitment to providing a positive patient experience.

Requirements

• Minimum of three (3) years of professional experience working as a Medical Office Assistant (MOA), Medical Practice Assistant, or in a comparable medical clinic administrative role.

• Demonstrated experience working in a family medicine clinic, primary care facility, or busy outpatient medical practice.

• Strong understanding of medical clinic operations, patient scheduling, registration, referrals, physician support, and administrative workflows.

• Proven proficiency in using Electronic Medical Records (EMR) systems for patient record management, appointment scheduling, documentation, and other administrative tasks.

• Knowledge of medical billing procedures, including Manitoba Health billing, claims submission, and reconciliation processes.

• Excellent organizational, time management, and multitasking skills, with the ability to manage competing priorities in a fast-paced clinical environment.

• Strong written and verbal communication skills, with the ability to interact professionally with patients, physicians, and healthcare staff.

• Demonstrated ability to coordinate administrative activities, support team members, and contribute to efficient clinic operations.

• Strong problem-solving skills, sound judgment, attention to detail, and the ability to work independently with minimal supervision.

• Understanding of patient confidentiality, privacy legislation, and professional standards applicable to healthcare settings.

• Strong computer proficiency, including Microsoft Office applications, email communication, and medical practice management software.

• Commitment to delivering exceptional patient service and maintaining a professional, respectful, and patient-focused environment.

Preferred Qualifications

• Previous experience as an Assistant Practice Manager, Senior Medical Office Assistant, Medical Office Team Lead, or in another supervisory position within a healthcare facility.

• Experience using LibreMD EMR, including patient registration, appointment scheduling, electronic documentation, referrals, and medical billing.

• Strong working knowledge of Manitoba Health billing requirements and provincial healthcare administrative procedures.

• Diploma or certificate in Medical Office Administration, Healthcare Administration, Business Administration, or a related discipline.

• Experience supporting multiple family physicians and coordinating administrative operations in a busy medical practice.

• Demonstrated experience training, mentoring, supervising, or coordinating Medical Office Assistants and reception staff.

• Experience managing staff schedules, patient concerns, clinic supplies, and administrative reporting.

• Ability to identify operational inefficiencies, recommend improvements, and implement effective administrative procedures.

• Previous involvement in opening, expanding, or improving the operations of a medical clinic would be considered an asset.

Important Applicant Eligibility Notice

To be considered for this position, applicants must meet BOTH of the following criteria:

1. Have at least three (3) years of relevant professional experience working as a Medical Office Assistant, Medical Practice Assistant, or in an equivalent medical clinic administrative role.

Applicants who do not meet these mandatory employment and experience requirements will not be considered.

Experience with LibreMD EMR is an asset but is not mandatory. Candidates with strong experience using other electronic medical records systems are encouraged to apply, provided they meet the mandatory eligibility requirements.