Company: Westwood Medical Clinic
Location: Unit 135-8120 Cook Road, Richmond, BC V6Y 1T9
Email: [email protected]
Start Date: November 2026 (Negotiable)
Term: Part-Time | Potential for Full-Time
Benefits:
- Competitive Extended Health Benefits
- Paid Vacation
- Occasional Paid Team Lunches
- On-Site Parking
- Discounted clinic services not covered by MSP
- Professional development opportunities and internal growth opportunities
About Us
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 Lead Specialist 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 Lead Specialist 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.
Schedule
Monday–Friday
Full-Time (40 hours/week)
Occasional flexibility may be required as specialist schedules evolve.
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
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
- Proficiency in Mandarin and Cantonese
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
How to Apply:
Please send your resume and a brief cover letter to [email protected].
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $22.00-$28.00 per hour
Application question(s):
- How many years of Plexia EMR experience do you have?
Work Location: In person
