NuVista Mental Health
Full-Time – In person
Reports to: Regional Operations Manager
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 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:
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Leadership & Team Oversight
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Scheduling & Operational Coordination
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Payroll, Billing & Financial Administration
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Compliance, Policies & Professional Standards
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General Support & Continuous Improvement
Key Responsibilities
Leadership & Team Oversight
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Serve as clinic figurehead and lead day-to-day operations
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Act as liaison between clinical/support staff and management
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Provide leadership, guidance, and supervision to the administrative team
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Demonstrate collaborative leadership and implement effective administrative processes
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Conduct annual performance reviews and provide constructive feedback
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Ensure the admin team meets quarterly with clinicians to review contracts, schedules, hours, and client base
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Support training and professional development
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Foster a positive and engaged clinic culture by organizing team meetings, clinician-admin collaboration sessions, and periodic team-building activities.
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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
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Ensure appropriate scheduling for clinicians and administrative staff
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Provide front desk coverage as needed
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Review daily schedules to confirm sessions are booked and billed appropriately
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Ensure smooth coordination of administrative processes and workflows
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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
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Approve payroll hours, time off, and supervision hours by payroll deadlines
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Provide clinicians with bi-weekly compensation reports
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Oversee billing processes and submit required documentation to payroll
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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.
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Ensure client fees are collected appropriately, including verifying coverage and following up on outstanding balances
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Support ordering of necessary supplies
Compliance, Policies & Professional Standards
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Follow standard operating procedures and office policies
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Maintain confidentiality, professional ethics, and positive client relations in alignment with clinic, provincial, and federal standards
General Support & Continuous Improvement
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Contribute to continuous improvement of administrative practices
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Complete additional operational or project tasks as required
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Support basic facility coordination and supply management, escalating larger maintenance or capital needs to the Regional Operations Manager.
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Certificate or diploma in Administration, Business, or equivalent, with minimum 3 years’ experience in a clinic, healthcare, or professional services environment
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Demonstrated leadership, team coordination, and conflict resolution skills, with the ability to support administrative staff and collaborate effectively with clinicians and management
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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
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Excellent customer service, interpersonal, verbal, and written communication skills, with the ability to maintain professionalism and confidentiality
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Experience with scheduling, billing processes, payroll coordination, and general office financial administration, including managing budgets and inventory
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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)
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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
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Budget Management: Uses resources efficiently and contributes to cost control and budgeting processes.
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Employee Management: Effectively delegates, motivates, and manages performance of employees.
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Ethics & Integrity: Demonstrates honesty, accountability, and maintains strict confidentiality.
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Interpersonal Skills: Builds strong relationships and works collaboratively with others.
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Leadership: Leads by example, makes sound decisions, and motivates others to achieve goals.
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Organizational Skills: Manages time effectively and maintains organized, efficient systems and workspace.
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Strategic Thinking: Establishes and communicates vision and applies creativity to solutions.
