Clinical Administrative Lead

CLINICAL ADMINISTRATIVE LEAD

Six Month Leave Contract Position (may be extended)

35 hours a week

Start Date: November 2025

Annual Salary Range: $49,400 – 57,400

This is a full on-site role located at 10 Neighbourhood Lane, Unit 201, Toronto, ON, M8Y 0C5

Purpose

The Clinical Administrative Lead is a leadership position within a clinic that ensures efficient clinic operations, and serves as a bridge between the clinical reception team, providers, and management. Key responsibilities include training the clinical reception team, managing provider and clinical staff schedules, handling patient and provider issues, overseeing billing, and collaborating on clinic-wide projects to maintain a productive and organized environment. The Clinical Administrative Lead also coordinates and oversees operational activities of the clinic and clinical team members to ensure compassionate, effective, and efficient delivery of high quality clinical care for clients. The Clinical Administrative Lead is responsible for overall administrative functions, clinical support, quality improvement, and supporting reception.

Reporting

Reports to the Clinical Manager

Job responsibilities:

Lead, Monitor and Support Administrative Functions to Promote Efficient Daily Operations and Workflows

• Organize and lead team clinical reception meetings, facilitate effective communication across departments, and act as a liaison for staff and providers.
• Provide administrative support to the Clinical Team, Clinical Manager, and clinics (ex. psychiatry, asthma and other ad-hoc clinics)
• Manage patient and provider issues and complaints relating to medical receptions and escalating them to management as needed.
• Support office administration accountabilities which includes equipment servicing and calibration, support biohazardous waste contracts or pick-ups, support for purchasing of operating and medical supplies in collaboration with RPN/Clinical Manager
• Maintain adequate office clinical supplies. Ensure supply purchases are cost efficient, within the budget and submitted to finance team members
• Work effectively in a busy environment with the ability to balance job requirements including: timely response to internal/external correspondence; completing and submitting reports and documentation
• Consult with PHC team to develop effective and consistent administrative workflows that optimizes processes, e.g. scheduling
• Ensure that the waiting rooms signage and clinical education materials/bulletin boards/resources are up-to-date, accessible, and accurate, e.g. Centre closed, meeting occurring
• Participates in creation of administrative templates, e.g. registration forms updated, signage
• Ensure that infection control cleaning protocols are followed and implemented at front reception area as assigned
• Attends and participates in Administrative, Clinical Team, and Psychiatry Meetings
• Records minutes and decisions made at the Admin, Clinical Team and other meetings as assigned, e.g. Psychiatry Meetings
• Support the development and maintenance of the administrative guidelines and procedures
• Educate, orientate, train and support administrative staff (new and current staff)
• Administrative Oversight includes handling administrative duties such as managing provider schedules, overseeing third-party billing (ie. insurance), non-insured billing (ie. from labs and hospitals), and assisting with clinic-wide projects.
• Contribute to an exceptional patient experience by ensuring seamless clinic operations and effective team collaboration.
• Enter and updates provider’s schedule and vacation in EMR (Telus) for clinical/allied team
• Back-up to Clinical Manager for sufficient staffing is available to fulfill administrative tasks during staff absences, e.g. contact casual MOA
• Identifies clinic issues/problem and provides process improvement opportunities/solution
• Collaborate with the manager/clinical team for issue resolutions and projects to improve work flow processes throughout the department utilizing a proactive approach
• Coordinates duties as a team as required for MOA tasks
• Work in partnership with the Clinic Manager to run the clinic and provide Manager back-up as required
• Sending, receiving, and distributing mail, ensuring privacy and confidentiality is maintained

Clinical Support

• Shared responsibilities:
• Make arrangements and complete referral process with external services (ex. specialists, diagnostic imaging and prescription renewals), as directed by the health care providers
• Book/arrange referral in EMR (ex. Telus/Ocean’s), external electronic system, or by faxing
• Obtain external reports as needed from the provincial database (Connecting Ontario) or by contacting the health care facility
• Notify clients of specialist appointments and follow-up and send confirmation letter to client
• Assist with and process client electronic and paper documentation/forms/charts (ex. filing, scanning, faxing, photocopying, consent forms, deactivate charts and file in archive, and change enrolment status)
• Coordinates correspondence with clients, for example no show/discharge letters, program promotion, etc.
• Provides admin support and administrative case management as assigned by clinical providers
• Assist with set up and organization of special clinics (ex. Flu, refugee etc.)
• Provide Clinical Support as required within trained skill set (ex. administer Flu/Adult vaccine for internal/external clients, encounter client visits etc.)
• Manage, process and support within trained skill set of on-going special projects for the Clinical team as required, e.g. adult vaccines including the flu vaccine, special projects
• Monitor, record and upload vaccine fridge temperatures. Fridge temperature to be maintained from 2 -8 degrees Celsius, notify nurse if fridge out of range (back-up to Nurse/MOA’s)
• With each client phone call or in-person visits, confirms and updates client’s demographics (home address, phone number, email address) and health card number with the expiration date. If the client does not have OHIP, inquire if they have Interim Federal Health insurance (IFH), have a work visa/benefits or are non-insured/non-status (validated by client’s documentation)
• Respond to client’s request to schedule an appointment with provider by gathering sufficient information (reason for visit) from the client to understand the nature of their need in order to determine the urgency and the length of appointment required
• Provide administrative support for intake of clients receiving services within the center following established protocols (provide and assist with filling out registration forms)
• Assist with intake support as needed (e.g. answer questions or address concerns – Back-up to Client Support worker)

Financial Administration

• Assist in tracking the funding, billing (ex. Psychiatry), and reconciliation of accounts for non-insured individuals and translation services
• Monitor and process invoices for accuracy to facilitate timely payments including preparation and mail out of 3rd party invoices (e.g. Lawyer or insurance invoices). As well as arranging courier pick-up.
• Maintain the petty cash fund including tracking, recording, and submitting records to finance and closing sale of ATM
• Collect money from sales such as contraceptive, good food box; document and provide a receipt to client and a purchase of sale receipt to our finance office

Quality Improvement

• Lead, organize and, participate in the administrative audits, quality improvement initiatives and client survey
• Prepare, track, and reconcile administrative reports to ensure accuracy, flag discrepancies and lead identified corrective measures and action items in consultation with management , e.g. audits
• Maintain the compliance with Health & Safety regulations and Stonegate’s policies and procedures, including the immediate reporting or significant concerns or incidents.
• Provide any feedback to clinical manager regarding day-to-day operations and potential improvements to quality, efficiency, and overall performance

Reception

• Provide weekly MOA back-up coverage and fill in absences as required (see MOA job description for tasks responsibilities).
• Responsible and contributes to support the MOA and assists with problem solving with MOA matters
• Oversees and optimizes the function of the clinical reception.
• Provide MOAs administrative support and contribute to overall team functioning by assisting where needed
• Contribute to effective provision of Stonegate CHC services by greeting and assisting individuals at reception or by phone in a courteous and professional manner
• Assess and responds to general enquires and needs of the individual/agency by providing them with the appropriate information regarding services or directing them to the appropriate personnel and/or resources.
• Check and respectively responds/ follow-ups to clinic email and work personal email

Key Responsibilities

• Engage in professional administrative and clinical support for the Centre that includes: having a positive attitude; being calm under stress; being an active and respectful participant in safe processes to discuss issues and raise concerns and complaints; being pro-active around problem-solving; taking accountability for work tasks performed; working as part of a collaborative team; and being respectful to other staff, students, volunteers, and clients
• Responsible for the opening and closing of the Centre following established procedures to ensure the security and safety of the building, staff, clients, and guests
• Manages Psychiatric billing/reports with partner organizations, bookings, and quarterly LHIN reports
• Attend periodic training sessions and meetings pertinent to position
• Arrange for courier as needed
• Maintain excellent communication and effective working relationships with clients, guests, providers, MOAs and clinical team members
• Proactively assist with process development, administrative duties and any Clinical Team related tasks as needed
• It is mandatory that all Stonegate Staff support one or two organizational events/activities each year (ex. Party in the Park, AGM, Donor or Volunteer Appreciation etc.)
• Supports receptionist communication and responds to general inquires

Perform all other duties as assigned

Key Qualifications

• Post-Secondary diploma in Medical Office, Business Administration or equivalent.
• Three years of administrative experience in a medical office setting, minimum.
• Three years of office management, experience minimum.
• Strong communication, interpersonal, and leadership skills to effectively lead a team and build relationships.
• Excellent interpersonal skills necessary to work effectively across all levels of the organization’s diverse workforce.
• Demonstrated ability to facilitate and support high functioning cohesive teams.
• Excellent communication skills, both verbal and written, with the ability to clearly convey information and ideas.
• Excellent organizational skills to lead, manage schedules, and various administrative tasks efficiently.
• Positive attitude and dependable with strong initiative and the ability to work both independently and in a team oriented atmosphere.
• Ability to prioritize and facilitate change management.
• Demonstrated flexibility to work well under pressure, strong time management skills and prioritize workload.
• Strong attention to detail, able to problem solve and a self-starter
• Experience with Electronic Health Record systems preferred
• Proficiency in the use of computer technology and various software applications (knowledge of Microsoft Office - Word, Power Point, Access, Excel)
• Ability to de-escalate stressful situations in a calm and professional manner
• Knowledge of the Personal Health Information Protection Act (PHIPA)
• Open minded, eager and willing to constantly learn and improve oneself.
• Knowledge of Stonegate Community Health Centre, Etobicoke, and/or a second language that is reflective of the community being served are all preferable assets.

Stonegate has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the team member's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors, managers, directors or officers as deemed appropriate. This document does not represent a contract of employment, and Stonegate reserves the right to change this job description and/or assign tasks for the team member to perform, as Stonegate may deem appropriate.

Submit your cover letter and resume by: November 3, 2025

SUBJECT LINE: Clinical Administrative Lead

Attention: Diane – Clinical Manager

Email to: HumanResources@stonegatechc.org

Stonegate Community Health Centre

10 Neighbourhood Lane Unit 201, Toronto, Ontario M8Y 0C5

We thank all applicants for their interest in this position, only those selected for an interview will be contacted.