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Specialist Lead Medical Office Assistant

Learn about this facility:

Westwood Medical Clinic

Job Description

Westwood Medical Clinic is a growing multidisciplinary medical clinic committed to providing exceptional patient care in Richmond, BC. As our specialist services continue to expand, we are launching dedicated medical specialty programs. We are looking for an experienced Specialist Lead Medical Office Assistant (MOA) who enjoys building systems, improving workflows, and helping establish a highly organized specialist practice from the ground up. This is an exciting opportunity for someone who wants to take ownership of operations rather than simply follow existing processes.

Position Summary

The Specialist Lead MOA will be responsible for supporting the day-to-day administrative operations of our specialists while helping design and implement efficient workflows for a growing specialist practice. This role is ideal for an experienced specialist MOA who understands specialist office operations, enjoys problem-solving, and is comfortable creating new templates, processes, and workflows in collaboration with physicians and clinic leadership.

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Vacancy Details

Vacancy Code:

Position:
Medical Offfice Assistant (MOA) Lead

Job Type:
Permanent Full-time
Permanent Part-time

PCN Opportunity:

Start Date:
November 2026

End Date:

Application Deadline:

Number of Open Positions:

Two part-time MOAs or one full time MOA

Site Details

Facility Type:
Hybrid Practice Model: Longitudinal & Walk-in

Practice Type:
Group

Facility Name:

Westwood Medical Clinic

Community Region:
RICHMOND PCN 2

Role Specifications

Hours of Work:

Schedule Flexibility:
Flexible Hours - open to considering partial or reduced hours

Vacation Leave:

Minimum Licensure Required:
None

Qualifications:

Required:

Minimum 2 years of Medical Office Assistant (MOA) or related healthcare administrative experience, preferably in a specialist clinic setting
Minimum 1 year of experience using Plexia EMR
Fluent in English, both spoken and written
Experience with specialist referral triage, consultation scheduling, patient follow-up, and re-referrals
Strong understanding of specialist referral workflows and consultation processes
Excellent organizational skills and exceptional attention to detail
Strong verbal and written communication skills
Proven ability to prioritize and manage multiple competing tasks in a fast-paced healthcare environment
Ability to work independently while collaborating effectively with physicians and the broader clinical team

Preferred:

Experience working directly with specialist physicians, particularly in Internal Medicine
Previous Lead MOA, Senior MOA, supervisory, or leadership experience
Experience creating or optimizing EMR templates, workflows, and clinic procedures
Familiarity with hospital-based specialist workflows, particularly within VCH, PHSA, or Fraser Health
ECG/Holter experience is an asset

We're Looking For A Candidate Who:

Enjoys building rather than maintaining; motivated to solve operational challenges
Is comfortable creating workflows from scratch when no established process exists
Can anticipate problems before they occur
Takes initiative and ownership of their work
Communicates effectively with physicians, staff, and patients
Wants to play an important role in growing a modern specialist practice

Role Requirements:

On-Call Expectations:

EMR Expectations:
Software familiarity required

Additional Language Requirements:

Proficiency in Mandarin and Cantonese

Payment and Billing Details

Payment Model Options:

Hourly Rate
Annual Salary

Payment Split:

Overhead Expectations:

Overhead Inclusions:

Estimated Yearly Remuneration:

Estimated Hourly Remuneration:
$ 22-28 based on experience

Extended Benefits:
Yes

Workplace Perks:

Paid Vacation
Occasional Paid Team Lunches
On-Site Parking
Discounted clinic services not covered by MSP
Professional development opportunities and internal growth opportunities

Additional Details

Key Responsibilities

Clinic Operations and Administrative Duties
Coordinate specialist consultations, follow-up appointments, implicit re-referrals, and referrals
Manage incoming referrals and ensure timely triage and scheduling
Prepare pre-consultation packages and organize specialist charts
Coordinate diagnostic testing, laboratory work, imaging, and specialist reports
Maintain accurate and organized electronic medical records
Manage specialist schedules and appointment optimization with implicit re-referrals. Ensure smooth patient flow throughout the day

Workflow Development & Leadership

Assist in developing new workflows for medical specialist services
Create and maintain EMR templates, forms, and standardized documentation
Identify workflow inefficiencies and recommend process improvements
Collaborate with physicians and management to optimize clinic operations
Help establish standard operating procedures (SOPs) for specialist services
Support onboarding and training of future administrative staff as the department grows

How to apply

To apply, use this form to upload your covering letter and resume/CV, proof of licensure and accreditation, and any other relevant documents.

The Richmond Division of Family Practice recruitment team will contact eligible candidates.

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