Job Description

Job Summary

MEDICAL OFFICE ASSISTANT (MOA) - TEAM LEAD

Position Title: Medical Office Assistant (Experienced) - Team Lead

Department: Clinical Operations

Reports To: Clinic Manager & Medical Director

Position Type: Full-Time

POSITION SUMMARY

Westside Medical Clinic is seeking an experienced, motivated, and highly organized Medical Office Assistant (MOA) Team Lead to support daily clinic operations and ensure consistent, high-quality patient care. This role provides leadership to the MOA team, supports clinic workflow, assists with coaching, and acts as a point-of-contact for operational guidance.

KEY RESPONSIBILITIES

1. Leadership & Team Support

Provide day-to-day direction, coaching, and support to MOAs Lead coaching for new MOAs (phones, charting, referrals, forms, scanning, Ava workflows) Promote a positive, professional, and collaborative environment Assist with conflict resolution and performance support when needed
2. Workflow Coordination

Oversee front desk workflow: patient check-ins, phones, messaging, documentation, forms, scanning, and fax processing Ensure accurate and timely charting for all phone calls and patient interactions Monitor daily clinic flow and work closely with physicians and nursing staff Maintain scheduling accuracy: booking rules, templates, meet-and-greets, recalls, CPX appointments, urgent same-day bookings
3. Quality, Accuracy, and EMR Processes

Ensure standardized documentation practices across MOAs Support accuracy of demographic updates, referral processing, scans, Netcare checks, and Ava Connect uploads Assist with quality improvement projects, new tools, and workflow enhancements
4. Communication and Professionalism

Serve as the first point-of-contact for MOAs requiring guidance Ensure patients receive respectful, timely, and accurate information Communicate updates, workflow changes, and reminders to the MOA team
QUALIFICATIONS

Minimum 3-5 years MOA experience in a busy family practice or medical clinic Strong leadership abilities; prior supervisory experience an asset Proficient with Ava EMR (or similar EMR systems) Excellent communication, time management, and problem-solving skills Ability to multitask in a fast-paced environment with professionalism Demonstrated reliability, accountability, and attention to detail
WHY JOIN OUR TEAM?

Supportive and collaborative team environment Opportunities for professional growth and leadership development Work within a highly organized, progressive medical clinic focused on high-quality patient care Involvement in clinic improvement initiatives and innovation
HOW TO APPLY

Please submit your resume and a brief cover letter outlining your relevant experience to:

rfilyk@westsidemedical.ca

Subject Line: MOA Team Lead Application

Job Type: Full-time

Work Location: In person