Job Description

GENERAL DESCRIPTION

Responsible for providing quality and professional patient reception, appointment coordination, health screening support and administrative services within the Health Screening Unit. The position serves as a key contact point for patients, medical officers, consultants and other hospital departments to ensure smooth patient flow, accurate record management, effective communication and compliance with hospital policies and procedures.

JOB DESCRIPTION

1. Patient Reception & Registration Support

• Greet and receive patients and appointment cards for repeat patients.
• Assist patients to obtain queue numbers.
• Key in patient’s MRN in KCIS for repeat patients and investigations, if any.
• Assess patient’s condition and record patient’s vital signs when required.
• Check and ensure the correct patient record is received.
• Update patient particulars such as house number, mobile number, address and other relevant details.

1. Health Screening and Doctor Support

• Maintain cleanliness of working areas including doctor’s table, registration counter, dressing trolley and related areas.
• Assist doctors during examination or procedures when required.
• Assist patients to the examination couch when needed.
• Assist doctors to complete relevant investigation forms or key in required details in KCIS.
• Direct, escort or wheel patients to the respective service areas when required.
• Collect investigation results when ready and show them to the doctor.
• Ensure all items used for examination or procedures are charged accordingly in the Tagging Charge Slip.

1. Appointment Management

• Key in all patient appointments.
• Inform patients and adjust appointments if the doctor is on leave.
• Once the doctor has reviewed the patient, write the next appointment date and explain the review date and time to the patient.
• Upon confirmation for operation, key in the operation schedule in the computer system.
• Dispatch scheduled operation or procedure patient records to the Admission Clerk one day before.

1. Patient Direction and Communication

• Accompany or direct patients to Billing Services.
• Remind patients to collect medication from Pharmacy, if any.
• Establish and maintain effective communication with patients, relatives, consultants and other departments.
• Provide assistance to ensure patient satisfaction and smooth clinic flow.

1. Records, Results and Documentation

• Ensure all patient results are filed accordingly before dispatch to Medical Record Services.
• Maintain accurate clinic records and documentation.
• Compile monthly statistics and submit to the Head of Service on the last working day of every month.

1. Administrative and Quality Responsibilities

• Uphold and maintain the 5 Core Values: Safety, Courtesy, Integrity, Professionalism and Continuous Improvement.
• Participate in quality activities such as ICC, Suggestion Scheme, IMS and any other related activities conducted in the hospital.
• Ensure compliance with hospital policies, procedures and accreditation requirements.
• Perform any other duties as directed or required by the Unit Manager.

1. Staff Development and Team Support

• Take personal responsibility for own professional development and keep up to date with professional changes and growth.
• Assist in guiding new or junior staff, including students posted to the unit for clinical experience.
• Assist the Unit Manager in appraising the job performance of new or junior staff.
• Support the Unit Manager in ensuring effective and efficient use of staff, supplies and services.

1. Equipment and Medical Supplies

• Check equipment daily to ensure it is in good working condition.
• Report any malfunction to the Unit Manager.
• Operate and maintain clinic equipment as required.
• Assist in keeping accurate records of equipment and medical supplies.
• Assist in proper cleaning, handling, sterilizing and utilization of instruments and equipment.
• Check sterile items’ expiry dates and maintain adequate supply of stock.

1. Safety and Compliance

• Carry out duties as an employee as stipulated in the Occupational Safety and Health Act and Regulations 1994.
• Take reasonable care at work for the safety of self and others.
• Cooperate with the employer or any person in the discharge of duty.
• Wear or use protective equipment or clothing provided by the employer.
• Comply with instructions or measures on occupational safety and health.
• Participate actively in any new service introduced.
• Ensure compliance with patient safety goals and safety improvement measures.
• Ensure Patient and Family Rights are addressed at all times.

JOB REQUIREMENT

Education: SPM or equivalent qualification.

Knowledge and Experiences:

• Relevant experience in healthcare, clinic reception, customer service or related field is an advantage.
• Experience in patient registration, appointment management and clinic coordination is an advantage.
• Knowledge of KCIS or hospital information system is an advantage.

Skills & Competencies:

Functional Knowledge:

• Good communication skills in Bahasa Malaysia and English.
• Computer literate and able to use Microsoft Windows / hospital system.
• Able to manage patient appointments, records and clinic documentation.
• Able to communicate with patients, consultants and hospital staff professionally.

Core Skills:

• Good interpersonal and communication skills.
• Good organizational and administrative skills.
• Attention to detail and accuracy.
• Able to manage confidential patient information with integrity.
• Able to work under pressure in a busy clinic environment.

Personal attributes

• Responsible and dependable.
• Patient-focused and service-oriented.
• Compassionate and respectful towards patients.
• Maintains patient dignity, privacy, autonomy and confidentiality.
• Proactive and willing to learn.
• Team player with positive attitude.