ADMIN ASSISTANT, DIAGNOSTIC IMAGING SERVICES

DAMANSARA SPECIALIST HOSPITAL 2; Petaling Jaya; On-site; MYR 25,000 - 35,000; Full time

Job summary

DAMANSARA SPECIALIST HOSPITAL 2 in Petaling Jaya is looking for an Administrative Assistant to manage patient registration and scheduling for imaging procedures. Ideal candidates will have at least 1–3 years of relevant administrative experience, preferably in a healthcare setting.

This role involves maintaining organized documentation, facilitating front desk operations, and supporting billing processes. Strong attention to detail, teamwork, and communication skills are essential.

Qualifications

• Minimum 1–3 years administrative experience, preferably in healthcare.
• Ability to register patients accurately in health systems.
• Effective communication with patients and staff.

Responsibilities

• Register patients accurately in HITS/KCIS or relevant systems.
• Schedule and coordinate patient appointments for imaging procedures.
• Maintain organized documentation including patient records and radiology reports.
• Facilitate front desk operations and attend to walk-in patients.
• Support billing processes by verifying payments and ensuring accurate charges.
• Assist radiographers with patient movement and procedure preparation.

Skills

Computer literacy

Teamwork

Multitasking

Communication skills

Professionalism and integrity

Reliability and consistency

Attention to detail

Time management

Education

Minimum SPM or equivalent

Job description

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 organized 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.
• Ensure accuracy of data entry and keep information 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.
• Perform any other responsibilities as assigned by immediate superior or hospital management.

Qualifications

• Education: Minimum SPM or equivalent.
• Admin Assistant: 1–3 years administrative experience (healthcare experience preferred).

Skills & Competencies

• 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.
• Professionalism and integrity; to always maintain patient confidentiality and demonstrate ethical behavior.
• Reliability and consistency in attendance and performance.
• Attention to detail.
• Time management and prioritisation of urgent requests without neglecting routine duties.
• Ability to meet deadlines for reports, scheduling, and documentation.