About Us

Windflower Vein & Vascular (WFVV) is a trusted leader in the care and treatment of varicose veins, spider veins, and chronic venous insufficiency. Our multidisciplinary, physician-led team delivers cutting-edge, minimally invasive, image guided therapies with a singular focus: exceptional, personalized vein care. We provide care that blends advanced medical expertise with a thoughtful, patient centered approach, focused on lasting results.

Windflower Vein & Vascular is part of Windflower Health Inc., a group of specialized practices united by a shared commitment to clinical excellence, patient-centred care, and continuous innovation.

Role Overview

Reporting to the VP of Clinical Operations, the Lead Administrator is responsible for overseeing the day-to-day operations of the MOA team while ensuring an exceptional patient experience and efficient clinic workflow. In addition to performing core MOA duties, this role provides guidance, training, and support to team members, promotes consistency in administrative processes, and serves as a key liaison between front-line staff, healthcare providers, and clinic leadership. They bring a blend of clinical knowledge, administrative expertise and leadership experience to foster a collaborative and patient-centred environment while ensuring accurate documentation, effective care coordination, and adherence to clinic policies and procedures.

Key Responsibilities

- Team leadership & support
- Provide day-to-day guidance, coaching, and support to MOAs to ensure efficient clinic operations and high-quality patient service
- Assist with onboarding and training of new team members, ensuring consistency in procedures and best practices
- Serve as the first point of contact for MOA questions, concerns, and operational issues
- Foster a positive, collaborative, and patient-focused team culture
- Support leadership in implementing new processes, workflow improvements, and clinic initiatives
- Patient flow and experience
- Ensure an efficient clinic flow while maintaining a welcoming, professional,



and empathetic patient experience
- Support MOAs in managing patient flow and addressing scheduling or operational challenges throughout the day
- Monitor patient concerns and escalate urgent matters to the appropriate healthcare provider or clinic leadership
- Assist in resolving patient inquiries, concerns, and service-related issues in a timely and professional manner management
- EMR management
- Ensure patient records are accurately created, maintained, and updated within the EMR system
- Monitor documentation practices to support data integrity and compliance with clinic standards
- Assist team members with EMR-related questions, troubleshooting, and workflow optimization
- Ensure patient interactions and relevant medical information are documented accurately and completely
- Care coordination
- Support the coordination of patient appointments, follow-up care, and diagnostic testing requirements
- Ensure patients receive explicit instructions regarding appointments, procedures, forms, and preparation requirements
- Assist with complex patient scheduling situations and care coordination needs
- Promote consistency in patient communication and administrative processes across the team
- Referral & scheduling management
- Oversee referral workflows to ensure timely booking and completion of specialist appointments, testing, and procedures
- Monitor referral queues and follow up on outstanding items as required
- Ensure referral requirements, forms, and preparation instructions are communicated accurately to patients
- Support the coordination of clinic schedules and optimize appointment utilization where possible
- Administrative operations




- Assist with scheduling, workload distribution, and coverage planning for the MOA team
- Monitor adherence to clinic policies, procedures, and service standards
- Identify opportunities to improve operational efficiency and patient experience
- Support reporting, audits, inventory monitoring, and other administrative activities as assigned
- Other duties as may be assigned

Qualifications:
- Minimum 5 years of relevant experience working in a specialized clinical setting, including experience providing leadership, mentorship, training and oversight to administrative staff
- Strong understanding of medical office operations, patient scheduling, referral management, and care coordination
- Demonstrated ability to manage competing priorities in a fast-paced clinical environment
- Excellent organizational, problem-solving, and decision-making skills
- Exceptional communication and interpersonal skills with the ability to remain calm, professional, and empathetic in a medical setting
- Ability to work independently while fostering teamwork and collaboration
- Completion of post-secondary training with a focus on medical terminology/processes
- Completion of the Medical Office Assistant Program from a recognized post-secondary program preferred

Windflower Vein & Vascular is an equal opportunity employer and we are dedicated to fostering an inclusive and barrier-free work environment for all employees and candidates. Accommodations are available upon request throughout the recruitment process. We thank all applicants for their interest; however, only those selected for interviews will be contacted.

Application question(s)

- Have you completed a Medical Office Assistant program or similar program?
- Describe your post-secondary training with a focus on medical terminology/processes.
- What are your hourly rate expectations for this opportunity?

Experience:
- leadership: 1 year (required)
- medical office operations : 5 years (required)

Work Location: In person

📌 Lead Administrator (Calgary)
🏢 Windflower Vein u0026 Vascular
📍 Calgary