Role overview

Pivot HR Services is pleased to present this exciting Medical Office Manager / Clinic Operations Lead opportunity on behalf of our valued client, Sapphire Medical Clinic.

About Sapphire Medical Clinic

Sapphire Medical Clinic is a physician-founded family medicine clinic built around warm, clear, human-centred care.

We are creating a clinic where patients feel safe, respected, and guided, and where physicians and staff can do meaningful work in a supportive, well-organized environment. Our clinic combines thoughtful systems, clear communication, and AI-supported workflows to reduce administrative burden and improve the patient and team experience.

The Sapphire Culture Code

At Sapphire, how we work matters as much as what we do. We are looking for someone who naturally lives our core values:

Warmth: You help patients, physicians, and staff feel respected and cared for.
Clarity: You communicate clearly and make next steps simple.
Mastery: You take pride in excellent work and continuous improvement.
Belonging: You help create a supportive team environment.
Growth: You are open to learning, feedback, and development.

Who You Are

You are someone who:

Is warm, respectful, and professional.
Communicates clearly and kindly.
Takes ownership without needing constant supervision.
Notices problems early and brings solutions.
Can organize scattered information into clear next steps.
Handles pressure calmly.
Enjoys building systems and improving workflows.
Wants to be part of a meaningful clinic culture, not just a job.

About the Role

We are looking for a Medical Office Manager / Clinic Operations Lead to help build and run the operational foundation of Sapphire.

This is a leadership role for someone who brings both heart and structure. You will help create the systems, standards, and team culture that allow patients to feel cared for, physicians to feel supported, and staff to do their best work.

Key Responsibilities

Oversee day-to-day clinic operations, patient flow, and administrative workflows.
Support, train, and guide MOAs and administrative staff.
Help maintain a warm, professional, organized patient experience.
Build and improve SOPs, checklists, trackers, and clinic workflows.
Support inbox management, referrals, scheduling, billing processes, and follow-up systems.
Assist with staff and physician onboarding.
Track operational issues and provide clear updates to leadership.
Coordinate with vendors, consultants, and external partners as needed.
Help maintain confidentiality, compliance, and professional clinic standards.
Bring forward practical ideas to make the clinic simpler, smoother, and better.

Required Qualifications

3 years of experience in a medical office, clinic, or healthcare administrative setting; exceptional candidates with less experience may be considered.
Strong understanding of scheduling, EMR workflows, referrals, billing, inboxes, and clinic communication.
Prior leadership, supervisory, or clinic coordination experience preferred.
Excellent written and verbal communication skills.
Strong organizational and problem-solving skills.
Comfortable using technology and learning new systems.
Able to maintain confidentiality and professionalism.

Preferred Experience

Experience with family medicine or primary care clinics.
Experience managing MOAs or administrative healthcare staff.
Experience with Arya EMR or similar systems.
Strong Interest in AI-supported workflows, process improvement, and modern clinic operations.
Experience helping launch, organize, or scale a clinic is an asset.

Why Join Sapphire?

At Sapphire, we are building more than a medical clinic. We are building a place where patients thrive, physicians flourish, and staff feel proud of the work they do.

You will have the opportunity to help shape the systems and culture of a growing clinic from the ground up, work closely with physician founders, and grow into a larger operations leadership role as the clinic expands.

How to Apply

Please submit your resume and a brief cover letter explaining:

Your experience in medical office or clinic operations.
Your leadership or team coordination experience.
Why you are interested in helping build Sapphire Medical Clinic.

We are looking for someone who can care deeply, lead calmly, and help make excellent healthcare feel simple, clear, and human.

Equity, Diversity and Accessibility

We greatly appreciate interest from individuals belonging to equity-seeking groups, and we encourage individuals to self-identify if they wish.

We strive to ensure that our online application system and recruitment process are accessible to individuals with different abilities, and we have various accommodations available if you need them. If at any point during the application and/or recruitment process you require an accommodation, please do not hesitate to reach out to us at info@pivothrservices.ca.

Our Use of Artificial Intelligence

At Pivot HR Services, we use artificial intelligence to improve all of our services and operations. In recruitment, AI helps us streamline the process for greater efficiency. However, we've built our systems to ensure that a human always reviews AI-generated output, and we never make automated hiring decisions.