Clinic Operations and Administrative Officer – Dr. Wayne W Lai Inc.

Overview

Job Advertisement – Clinic Operations and Administrative Officer

Noc 13100

Company operating name: Dr. Wayne W Lai Inc.

Business address:
2F – 590 McKay Avenue
Kelowna, British Columbia
V1Y 5A8

Location of work:
2F – 590 McKay Avenue, Kelowna, British Columbia, V1Y 5A8
Work must be completed on site. There is no remote-work option.

Position title:
Clinic Operations and Administrative Officer

Number of vacancies: 1

Terms of employment:
Permanent, full-time employment
30 hours per week
Overtime may be required depending on operational needs

Language of work: English

Wage:
$38.40 per hour
Overtime will be paid in accordance with the applicable provincial employment standards.
No commissions or performance bonuses are offered.

Benefits:
Extended medical insurance
Dental insurance
Vacation pay in accordance with applicable provincial employment standards
Annual vacation package
Public transportation is available

About the employer:
Dr. Wayne W Lai Inc. provides sleep counselling, sleep medicine education, and administrative support for clinical and educational sleep-health services in Kelowna, British Columbia. The business is licensed in Kelowna for sleep counselling and education.

Job duties:
The Clinic Operations and Administrative Officer will support the administrative and operational needs of the clinic and its sleep-health education services. Duties will include:

Develop, implement, and maintain administrative procedures for clinic operations, patient-flow coordination, referral intake, appointment scheduling, report tracking, and internal documentation.
Coordinate administrative workflows between physicians, sleep technologists, medical office assistants, patients, laboratories, sleep-study providers, and home-care providers.
Review and improve administrative systems for referrals, consult notes, clinical correspondence, appointment confirmations, sleep-study reports, PAP reports, patient follow-up documentation, and internal records.
·         Organize and maintain confidential clinic records, administrative files, templates, forms, spreadsheets, meeting materials, and internal correspondence.

Establish work priorities for administrative tasks and ensure deadlines are met for referrals, reports, correspondence, patient documentation, and internal requests.
Coordinate internal meetings, prepare agendas, record and distribute minutes, and follow up on administrative action items.
Assist with administrative onboarding, staff documentation, employee contracts, clinical forms, internal templates, and procedural updates.
Coordinate office supply tracking, clinic forms, administrative resources, and communication tools required for daily clinic operations.
Monitor administrative procedures and recommend improvements to increase efficiency, accuracy, confidentiality, and service quality.
Prepare and format documents, reports, correspondence, charts, spreadsheets, presentations, and administrative records for review by management and clinical professionals.
Support compliance with internal confidentiality procedures for medical and administrative records.
Respond to internal and external inquiries requiring knowledge of clinic operations, referral procedures, appointment processes, and administrative systems.
Provide administrative support to the Operations Director, Chief Medical Director, physicians, sleep technologists, and medical office staff as required.
Skills and qualifications required:

Completion of a post-secondary program in business administration, office administration, healthcare administration, human resources, or a related field.
At least 1 year of experience in administrative coordination, clinic administration, medical office administration, office operations, human resources administration, or a related administrative role.
Experience with medical or clinic records, referral coordination, patient scheduling, professional correspondence, office procedures, and confidential records is an asset.
Strong knowledge of Microsoft Office, including Word, Excel, Outlook, and spreadsheets.
Ability to prepare correspondence, reports, forms, templates, meeting minutes, and administrative records.
Strong organizational skills and ability to coordinate multiple administrative workflows.
Ability to work independently and establish administrative priorities.
Strong written and oral communication skills in English.
Attention to detail and ability to handle confidential information professionally.
Experience with clinic software, electronic medical records, or systems such as Accuro or Meditech is an asset.
Experience with HR administration, onboarding documents, employee contracts, or staff records is an asset.
How to apply:
Please apply by sending your resume to:

Email: Tatiana@lawpoint.ca
Telephone: 250-869-6181
Mailing address:
Dr. Wayne W Lai Inc.
2F – 590 McKay Avenue
Kelowna, British Columbia
V1Y 5A8