PTRC Manager

Staff - Non Union

Job Category: M&P - AAPS

Job Profile: AAPS Salaried - Business Operations, Level A

Job Title: PTRC Manager

Department: Administrative Support | Department of Physical Therapy | Faculty of Medicine

Compensation Range: $5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date: December 1, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date: Jan 6, 2026

This position is a temporary replacement for a maternity leave.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Accountable to the Clinic Director for clinical operations and the Director of Administration for Departmental and University policies and practices, the PTRC Manager will manage the day-to-day operations for the clinic including: administrative oversight, financial, human resources, and facilities management. The position will provide training and mentorship to a rotating set of student physiotherapists in the administrative operations of the clinic.

Work Performed

Strategic Planning:

• Works with the Director, PTRC to effectively and efficiently operate the PTRC aligned to University and Departmental policies and clinical best practices.
• Works with the Director, PTRC to develop and execute a balanced business and operating plan for the clinic.
• Provides analysis of internal processes to leadership and other stakeholders to support strategic decision-making.
• Informs and contributes to writing policies and procedures to support strategic goals and initiatives.
• Participates in the accreditation process, providing reports and documentation when required.

Clinic Management:

• Works with a team of PTRC Physical Therapists, MPT Students, and external partners to understand and support the administrative needs of clients, student physiotherapists, clinic partners, and external funders.
• Manages the development and maintenance of a system of comprehensive patient records and billing, as well as scheduling.
• Manages the appointment booking system and clinician and student schedules to ensure the timely and smooth flow of patients.
• Writes and maintains clinic operational manuals, procedures, and checklists.
• Works with the Department’s communications staff to create and implement a marketing and communications plan for the PTRC.
• Compiles student placement and preceptor information and needs as requested.
• Ensures confidential patient diagnostic reports and medical records are handled appropriately and with strict confidentiality.
• Ensures all clinician and student licenses are up-to-date.
• Responds to complex patient/client inquiries regarding services.
• Provides administrative support to the PTRC Clinic Director as required.
• Identifies opportunities for improving operational performance.

Staff Management:

• Hires, trains, and manages all administrative staff at the clinic.
• Works with the Director, PTRC to hire and appoint new clinicians to the PTRC.
• Ensures all shifts at the clinic are appropriately staffed and monitors staff/student attendance.
• Measures and evaluates performance of all staff through both formal and informal methods.
• Creates and maintains positive working relationships within the clinic by establishing a clear set of policies and procedures.
• Escalates issues when necessary to the Director, PTRC or Director of Administration.
• Supports engagement and well-being among staff and clinicians.

Financial Management:

• Monitors clinic performance against targets and compiles quarterly caseload and financial reports.
• In consultation with the Director, PTRC, develops the PTRC budget and tracks spending.
• Works with the Finance Coordinator to conduct financial reconciliations and revenue recognition.
• Ensures compliance with payer and reimbursement policies.
• Manages invoicing and patient billing.
• Manages contracts with external suppliers and community partners.
• Manages purchasing and equipment maintenance for the clinic.
• Identifies opportunities for improving financial performance.

Facilities Management:

• Ensures the clinic spaces and equipment are well maintained; reports and follows up on all repair or security situations.
• Acts as the Health and Safety Representative for the clinic.

Consequence of Error/Judgement

This role is vitally important to the sustainability of the PTRC. Accuracy and completeness of the information will form the basis for effective decisions. Ineffective communication or inappropriate recommendations could lead to loss of partner relationships or funding.

Supervision Received

This position reports to the Clinic Director, PTRC and takes guidance and direction from the Director of Administration.

Supervision Given

The incumbent will provide supervision to a team of part-time M&P Physical Therapists, a CUPE 2950 Clinical Receptionist and Work Learn student position(s).

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Previous experience managing a medical or health professional clinic is considered a strong asset.
• Experience in business operations and/or product management is essential.
• Previous supervisory experience of part-time or student employee(s) is strongly preferred.
• Experience with Workday and UBC HR & Finance procedures is an asset.
• Demonstrated self-starter.
• Strong computer skills are essential.
• Previous experience with Jane or similar practice management software is an asset.
• Strong financial, organizational, and time management skills required.
• Ability to work well as a member of a team and as a leader of a team.
• Excellent oral and written communication, interpersonal and conflict resolution skills required.
• Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.
• Ability to exercise tact, discretion and confidentiality.