Clinic Systems Administrator – PMS / Workflow

Parkview Pet Center is a multi-service veterinary clinic preparing to migrate from our current clinic management system to a modern, cloud-based PMS.

We are hiring a Clinic Systems & PMS Implementation Lead to own the end-to-end system migration, configuration, workflow design, and staff adoption of the new platform.

This role acts as the internal system owner and implementation lead — coordinating with the PMS vendor, configuring clinic settings and workflows, training staff, and enforcing correct system usage after go-live.

This is a hands-on healthcare workflow and system ownership role.
It is not an IT infrastructure, technical support, or general office administration position.

Primary Objective: PMS Migration & Implementation (Core Responsibility)

The primary goal of this role is to lead the clinic’s transition to a new clinic management system and ensure it is correctly configured, fully adopted, and consistently used across the clinic.

You will:

• Act as the internal owner and project lead during a vendor-led PMS implementation
• Coordinate directly with the PMS vendor during setup, testing, and go-live
• Configure clinic structure, settings, user roles, permissions, and system rules
• Design and implement digital, enforceable workflows inside the PMS for:
• medical consultations and SOAP notes
• treatments and procedures
• patient monitoring, hospitalization, and nursing workflows
• medication dispensing and inventory deduction
• discharge, follow-up, and documentation
• invoicing, charge capture, and reporting
• Build and maintain:
• SOAP note templates
• treatment and procedure templates
• discharge and consent forms
• internal operational forms
• Ensure strict linkage between:
• treatments and services
• medication usage and inventory
• accurate billing and operational reporting
• Train doctors, nurses, and reception staff on correct system usage
• Enforce system-first behavior after go-live

(no parallel paper processes, no shortcuts)

This role has authority to stop non-compliant workflows, retrain staff, and enforce standards.

If you have never owned a system rollout or enforced how clinicians use a system, this role is not suitable.

Clinic Workflow Ownership (Post Go-Live)

After implementation, you will continue to own system behavior and workflows:

• Identify workflow gaps, documentation errors, and compliance issues — and fix them
• Maintain SOPs, checklists, and training documentation
• Deliver refresher training where standards slip
• Work with management to remove operational bottlenecks
• Ensure ongoing accuracy of documentation, treatments, inventory, and billing data

Secondary Responsibility: Microsoft 365 (Operational Support)

Microsoft 365 supports clinic operations but is not the primary focus of this role.

You will:

• Own the operational use of Microsoft 365 to support clinic workflows:
• Microsoft Teams (channel structure, usage rules, adoption)
• SharePoint (document libraries, permissions, version control)
• Outlook (shared mailboxes, calendars)
• Microsoft Forms (structured internal requests)
• Enforce structured internal communication:
• reduce informal group chats
• ensure staff use approved Teams channels and processes
• Support onboarding/offboarding and ensure correct system access

This is not a general office admin role.

Required Background & Experience (Non-Negotiable)

You must have owned systems, not just used them.

Required experience includes:

• Experience acting as an internal owner or lead during:
• EMR / PMS / ERP implementations or upgrades
• system rollouts involving workflow configuration and staff training
• vendor coordination and go-live support
• Experience in a healthcare or regulated clinical environment, such as:
• medical clinic, dental clinic, hospital, pharmacy, or polyclinic
• Direct exposure to:
• SOAP notes and discharge notes
• clinical documentation standards
• medication dispensing documentation
• treatment ↔ inventory linkage
• Proven experience:
• training frontline staff (including clinicians)
• enforcing system usage and documentation standards

Veterinary experience is not required, but your experience must translate cleanly into a clinical environment.

Required Skills

• Strong systems and workflow thinking
• Confident trainer with enforcement authority
• Strong written documentation skills (SOPs, guides, checklists)
• Professional judgment and communication
• Comfortable operating in a small, fast-moving clinic
• Strong Microsoft 365 skills:
• Teams
• SharePoint
• Outlook
• Forms
• Solid Excel and reporting skills
• Strong English (written and spoken)

Nice to Have

• Power Automate (basic to intermediate)
• Experience improving charge capture or billing accuracy
• Experience supporting audits or compliance
• Arabic language skills
• Experience supporting system upgrades, migrations, or rollouts

What Success Looks Like (First 90 Days)

• New PMS configured and live with core workflows implemented
• Doctors, nurses, and reception staff trained and using the system correctly
• SOAP notes, treatments, inventory, and billing accurately linked
• Paper and informal processes eliminated
• Clear SOPs and operational reporting delivered to management

Job Type: Full-time

Application Question(s):

• Rate your Microsoft Teams + SharePoint experience: Basic / Intermediate / Advanced
• Have you acted as an internal owner or lead during an EMR / PMS / ERP implementation or upgrade? Briefly describe
• List the systems/software you have administered or implemented (names only).
• Do you have healthcare clinic experience involving documentation standards (SOAP notes, discharge notes, medication workflows)?