GROW MEDICAL: Medical Office Assistant (MOA) Coordinator

GROW MEDICAL

Medical Office Assistant (MOA) Coordinator

Location: View Royal, Victoria, BC

Employer: South Island Primary Care Society (SIPCS)

Pay Range: $26–$29 per hour (based on experience)

About Grow Health

Grow Health is a collaborative primary care and maternity clinic located in View Royal, serving patients across Victoria and the South Island. Grow Health is owned and operated by the South Island Primary Care Society (SIPCS), a mission-driven, community-based non-profit organization dedicated to expanding access to sustainable primary care.

The Opportunity

This is a leadership-level MOA role responsible for clinic flow, schedule management, task accountability, and operational excellence. The MOA Coordinator ensures physicians and nurses are fully supported and that patients experience timely, organized, and high-quality care.

Core MOA Expectations at Grow

·    Send Ocean messages and documents to patients accurately and promptly.

·    Return incomplete forms with required information (e.g., patient weights).

·    Ensure patients with respiratory symptoms are masked appropriately.

·    Ensure swabs are labelled correctly with date and time before packaging.

·    Stock exam rooms weekly and maintain supply readiness.

·    Prepare pap, IUD and excision trays and ensure rooms are set up appropriately for physical exams.

·    Ensure 28-week maternity information packages (including perinatal depression scale) are provided to patients at their appointments between 24–28 weeks gestational age.

·    Action high-priority EMR items within 1 hour; normal within 1 business day; low within the week.

·    Send ultrasound (U/S) and antenatal record (ANR) requests when required by CFAU or Medical Genetics.

·    Ensure lab forwarding is set correctly for locums and follow individual locum booking preferences.

***we can train you for the tasks specific to maternity / pediatric patients, no previous experience with these populations required***

Scheduling & Capacity Management Expectations

·    Protect physician capacity by maintaining template integrity.

·    Limit meet-and-greet bookings to no more than 25% of a provider’s day.

·    Reserve approximately 25% of daily appointments for maternity patients (especially during short weeks).

·    Maintain true same-day access appointment availability.

·    Ensure provider schedules remain within a 2-week booking window target when possible.

·    Act immediately when schedule imbalances occur.

·    Serve as the primary contact for schedule updates, template adjustments, and urgent changes.

·    Coordinate sick day cancellations and prompt rebooking.

1. Perform effective appointment triaging based on appropriate urgency, or utilize nursing support to help triage when necessary
2. Ensure patients are aware of private pay fees for forms, travel medicine and provide reasonable expectations for timelines. 
3. Pre-scan the next day and and adjust visits as needed (eg. if issue likely to require physical exam and is inappropriate for telehealth)
4. When rebooking patients eg. for earlier date, always confirm duplicate bookings are canceled

Back Office & Clinical Support Integration

·    Ensure heights, weights, and head circumferences are completed for infants ***we can you train for this ***.

·    Ensure heights/weights are completed for pediatric patients.

·    Ensure blood pressures are taken for flagged patients.

·    Assist with booking urgent same-day imaging when requested and notify patients promptly.

·    Coordinate with nursing team regarding injections, triage callbacks, wound care, ear flushes, and emergency vitals monitoring.

Records & Operational Coordination

·    Prepare charts for insurance requests or chart transfers

·    Ensure physician review and sign-off prior to record release.

·    Escalate supply shortages, room concerns, or IT issues promptly.

·    Ensure operational continuity during locum coverage.

Qualifications

·    Minimum 3 years experience as an MOA in primary care.

·    Strong proficiency in OSCAR EMR and OCEAN or evidence of training in same.

·    Experience managing physician schedules and clinic flow.

·    Leadership or coordination experience (formal or informal).

·    Highly organized, proactive, and solutions-focused.

·    Comfortable working in maternity and pediatric-focused environments.

How to Apply

Please email your resume and cover letter to Alyssa Andres, Executive Director, at executivedirector@wpcs.ca