Healthcare – Chief Operating Officer

Our client is a highly specialized, extremely successful healthcare practice with three Toronto-area offices and over 60 professional and support staff.

Scope of Position

Reporting directly to the Principals of the company, the COO is responsible for all day-to-day operating functions of the business. This includes administration, supply chain, finance / accounting, human resources, real estate, marketing, and strategic planning.

Functional Tasks

Operations :

• Reviews leasing and handles renegotiations as required. Deals directly with landlords on any leasing / property management issues.
• Handles all bank associated issues including executing transactions for payments as required, monitoring daily bank balance and fees. Deals with Account Manager as required for all banking related requirements.
• Reviews AP weekly. Signs all invoices for supply orders conducted by the Clinic(s). Ensures costing and volume are controlled. Questions where necessary. Deals with suppliers directly for inquiries on volume discounts and / or directs staff accordingly.
• Authorizes payments to suppliers. Provides information to Bookkeeper for execution.
• Develops and presents annual Business Plan for review. Follows up with Principals on progress throughout the year to ensure targets are met.
• Oversees and is directly knowledgeable on all OHIP related issues and functions. Follows up on progress and payment status.
• Follows up and ensures all annual memberships are renewed in a timely fashion.
• Follows up and ensures all annual insurance renewals are completed in a timely fashion both personal memberships for Principals and premise insurance. Regulates fees and inquires on discounts as required.
• Handles and manages all IT-support related issues.
• Handles and oversees all ERP software required for Practice Management, Financial, Dictation and Administrative software.
• Negotiates and handles all in-house leases including photocopy machines, water coolers, postage, etc.
• Reviews and deals with pricing for all maintenance agreements as required for Clinic equipment.
• Directly handles all issues related to equipment failure or repair and directs staff on how to proceed.
• Organizes and attends all professional staff meetings on a quarterly basis. Takes minutes, distributes and ensures tasks are followed up on and completed by all involved.
• Deals directly with PLP as required. Formulates letters and deals with patients directly when such issues arise.
• Ensures files, chart and inventory storage is maintained effectively.
• Special projects as required.

Human Resources / Legal :

• Employment Law and procedures.
• Handle all employee related documents including offer letters, terminations, disciplinary action, confirmation of employment, etc.
• Oversees new hire process and recruitment procedures.
• Ensures business runs per regulations as set forth in Employment Standards Act. Develops Employee Handbook outlining expectations and Policies and Procedures.
• Develops all employee related training materials including Orientation Manuals, and Contingency Plans.
• Oversees all scheduling ensuring days are set up accordingly and productively.
• Reviews all staff scheduling to ensure hours are within reasonable limits and coverage is met.
• Creates and executes all annual Performance Evaluations for each and every staff member, in conjunction with Team Leaders. Conducts reviews with each staff member one on one.
• Reviews and approves all annual salary increases ensuring they reflect industry standards and budget limits.
• Enter all payroll bi-weekly into Ceridian payroll software. Follow up on hours, sick time, vacation pay. Ensures all forms are completed for employee file. Enters all changes as necessary.
• Directly handles employee benefits plan. Reviews plan experience quarterly to ensure costs remain low and set up reflects business needs.
• Coordinates and ensures regular staff meetings are scheduled. Meetings include Team Leader and Team (monthly), Executive Director / Assistant and Team (bi-monthly), full staff meeting with principals (annually). Ensures notes are distributed and task progress is followed up on and completed by deadlines.
• Deals directly with all staff disciplinary, termination issues in conjunction with Assistant Manager.
• Formulates all Job Description s ensuring job evaluations are up to date and reflective of pay scale.
• Reviews and follows up on all Training and Development for every staff member.
• Ensure business sets benchmark for the industry through Customer Service training, staff to patient impressions both on the phone and in the business, and overall business presentation.
• Acts as liaison and mediator for conflict management between staff or management group.
• Initiates and oversees change as required within the Clinic to ensure the Company vision is communicated and realized.

Finance :

• Finance and Accounting procedures.
• Provide guidance and support to Bookkeeper. Train any new staff in this area to avoid delays in processing.
• Reviews P&L monthly for expense regulation.
• Reviews KPI monthly to…