Assistant Clinical Operations Manager

About Felix

Felix is Canada’s first end-to-end platform providing on-demand treatment for everyday health. Felix creates digital-first solutions that increase access for common healthcare needs such as mental health, sexual health, and daily health. Founded in 2019, Felix’s approach to healthcare encompasses assessments, lab testing, prescriptions, fast and discreet delivery and ongoing care — all online at www.felixforyou.ca.

The Role:

As our Assistant Clinical Operations Manager at Felix, you'll play a pivotal role in driving the excellence of our clinical operations team. Collaborating closely with the Senior Clinical Operations Manager, medical directors, healthcare practitioners, medical office administrators and cross functional teams, you'll assist in spearheading the day-to-day management of clinical operations. Your contributions will be fundamental in developing, refining and upholding the systems and procedural frameworks essential for delivering exceptional care to our patients.

Your primary responsibility will be  to oversee and support our team of medical office administrators, who provide crucial support to our network of healthcare practitioners. Additionally, you'll serve as a cornerstone of support for our healthcare practitioners, offering assistance with their recruitment, onboarding, training, supervision, communication, management, quality assurance, performance and daily support. Your role will be instrumental in ensuring that our healthcare practitioners are equipped and empowered to deliver the highest standard of care to our patients.

Key Responsibilities:

• Collaborate with clinical operations, regulatory affairs, product, and patient experience teams to strategize and manage the functionality of Felix's healthcare practitioner network and their systems.

• Assist in training, onboarding and management of a growing Medical Office Administration team.

• Assist in training, onboarding and management of a growing team of healthcare practitioners.

• Oversee internal processes at Felix such as lab result workflows, practitioner support, pharmacy and clinical communications. 

• Process medical record and legal requests. 

• Manage file consolidation, updates and maintenance of electronic documents, including labs and referrals.

• Develop, improve and maintain a robust system to track lab requisitions, ensuring timely receipt of results and documentation.

• Serve as a liaison between pharmacies, internal team members and healthcare practitioners, facilitating effective communication and support.

• Coordinate healthcare practitioner schedules for lab responsibilities and audio/video consultations.

• Support in maintaining clinical documentation, updating training materials and scheduling patient follow-up appointments.

• Assist in responding to external inquiries via faxes and voicemails, ensuring timely and accurate communication.

• Perform administrative and data entry tasks to support lab management processes and document management for healthcare practitioners.

• Safeguard and uphold the confidentiality of personal health information.

• Proactively identify and address roadblocks, unnecessary complexity and silos. Establish yourself as someone who breaks down barriers and defaults to a mindset of “how can we make this happen!”  

• Act as a thought leader and challenge yourself and others to think outside the box

• Approach work with a no-ego attitude and be willing to jump in and do whatever it takes to get the job done

Requirements:

• Completion of a medical office administration program, registered nursing degree or equivalent education in a related field, with a minimum of 5 years of experience.

• Experience in managing rapidly growing teams in the medical space.

• Technical aptitude and quick learning ability with software and systems, including EMRs.

• Strong organizational skills with meticulous attention to detail.

• Excellent customer service and problem-solving skills.

• Exceptional verbal and written communication skills.

• Thorough comprehension of patient privacy regulations and protocols for safeguarding confidentiality.

• Experience in analyzing data to make informed operational decisions.

• Fluency in English; bilingualism in French is considered an asset.

Benefits

• Full medical, dental and vision benefits

• Maternity / paternity policy

• 3 weeks vacation + flexible holiday scheduling

• Competitive compensation

• Stock option grant

• Remote first, work from anywhere in Canada

• Incredible culture powered by an highly collaborative and high performing team

• Large impact at an early stage technology company

• Professional development opportunities, working closely with founders and senior leadership team

Location: Remote (Canada). We are currently working remotely and open to candidates from anywhere in Canada.

We are proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity and inclusion and as such does not discriminate on the basis of race, colour, religion, sex, national origins, age, sexual orientation, disability, or any other characteristic protected by applicable laws. Selection decisions are solely based on job related factors.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact accessibility@felixforyou.ca for assistance