About this role
GENERAL DESCRIPTION
• The Admin Assistant supports the Diagnostic Imaging Services by performing patient registration, appointment scheduling, clerical documentation, frontline communication, and administrative coordination to ensure smooth service operations.
JOB DESCRIPTION Main Responsibilities
• Register patients accurately in HITS/KCIS or relevant systems, ensuring complete and correct demographic, clinical, and billing information. • Schedule and coordinate patient appointments for all imaging procedures, ensuring efficient patient flow and optimal resource utilization. • Maintain organised documentation including patient records, imaging requests, manual registration books, billing slips, and radiology reports. • Facilitate front desk operations by attending to walk-in patients, responding to enquiries, and providing clear information on procedures, preparation, and waiting times. • Support billing processes by verifying payments, collaborating with cashier, and ensuring all charges for imaging services are accurately captured. • Assist radiographers with coordinating patient movement, preparing patients for procedures, and monitoring safety within the waiting area. • Sort, file, and dispatch radiology reports/films to clinics, wards, and relevant services in a timely manner. • Comply with patient safety goals, confidentiality requirements, and hospital data protection policies. • Ensuring accuracy of data entry and all information is updated promptly. • Monitor appointment scheduling quality and data accuracy, ensuring timely follow-up on delayed reports or imaging backlogs. • Coordinate report tracking, follow up on pending reports, and ensure timely distribution to clinicians and departments. • Update inventory of clerical supplies, liaising with Procurement/Admin for ordering forms, labels, and stationery.
Additional Duties and Responsibilities in the Specific Areas
• Perform any other responsibilities as assigned by immediate superior or hospital management.
JOB REQUIREMENTS Education:
• Minimum SPM or equivalent.
Knowledge and Experiences:
• Admin Assistant: 1–3 years administrative experience (healthcare experience preferred).
Skills & Competencies:
Special skills required
• Computer literacy; especially with medical records and scheduling systems. • Teamwork; ability to collaborate with radiology and administrative staff. • Multitasking; handling calls, scheduling, and clerical duties simultaneously. • Communication skills; for interacting with patients and staff.
Personal attributes:
• Professionalism and Integrity; To always maintain patient confidentiality. • Shows reliability and consistency in attendance and performance. • Attention to details. • Demonstrates ethical behavior in all interactions. • Time management; Capable of juggling multiple tasks efficiently. • Prioritizes urgent requests without neglecting routine duties. • Meets deadlines for reports, scheduling, and documentation.