ADMIN ASSISTANT, WARD ADMINISTRATION

KPJ Selangor Specialist Hospital; Ipoh; On-site; MYR 31,000 - 50,000; Full time

Job summary

KPJ Selangor Specialist Hospital is seeking an Administrative Assistant in the Organization and Management unit to support daily hospital operations. The role involves data entry of charges, discharge processing, census checks, and coordinating with admin and clinical departments to ensure accurate records.

The ideal candidate will handle phone queries, relay messages, assist in statistic collection, and help maintain ward stock and filing of discharge notes, contributing to smooth patient flow.

Responsibilities

• Key in, update, and send all charges accurately.
• Key in discharges and involve in the whole discharge process.
• Check Discharge notes tally with daily census.
• Send census and other documents to admin office.
• Prepare and update in book the dispatch of old notes and investigation.
• Answers phone calls and relay messages.
• Assist UM to collect statistics/clinical indicator.
• Ensure all discharges are entered in the follow up call book.
• Send discharge medications and collect medications when needed.
• Perform dispatches to relevant department eg. MCO, pharmacy, X-ray, laboratory, and any related services
• Update BMS status promptly including dietsheet and Daybook.
• Assist in arrangement to transfer patient out to other facilities-GL, Ambulance charges.
• Answer patient’s call bell and inform nurse in charge when needed.
• Take messages for the patients and staffs.
• Assist to contact patient’s family or friends as necessary.
• Attend to patient’s need continuously though out hospitalization.
• Assist staff to fax medication chart.
• Get room ready and communicate with admissions for the new patient.
• Assist in weekend/PH Admin Assistant duty roster assignment.
• Assist in daily assignment to cover MC/EL and report to UM/CNO/DCNO.
• Key in surgical/medical supply requisition.
• Collect Pharmacy and Surgical store items when needed.
• Assist in maintaining appropriate ward stock level.
• Involve in stocktake exercise.
• Maintain cleanliness of the nurse’s station
• Keep patient’s charts and old notes in order.
• Filing patient’s discharge notes.
• Maintain liaison with all hospital departments and familiarize herself with communication channels and procedures.

Job description

ORGANIZATION AND MANAGEMENT

1. Understands the service organization structure.
2. Informs Unit Manager or Deputy Unit Manager when changes occur in circumstances which affect standards of care.
3. Attends meetings held by the services to discuss issues and matters pertaining to the operation of the service.
4. Daily duties:

• Key in, update, and send all charges accurately.
• Key in discharges and involve in the whole discharge process.
• Check Discharge notes tally with daily census.
• Send census and other documents to admin office.
• Prepare and update in book the dispatch of old notes and investigation.
• Answers phone calls and relay messages.
• Assist UM to collect statistics/clinical indicator.
• Ensure all discharges are entered in the follow up call book.
• Send discharge medications and collect medications when needed.
• Perform dispatches to relevant department eg. MCO, pharmacy, X-ray, laboratory, and any related services
• Update BMS status promptly including dietsheet and Daybook.
• Assist in arrangement to transfer patient out to other facilities-GL, Ambulance charges.
• Answer patient’s call bell and inform nurse in charge when needed.
• Take messages for the patients and staffs.
• Assist to contact patient’s family or friends as necessary.
• Attend to patient’s need continuously though out hospitalization.
• Assist staff to fax medication chart.
• Get room ready and communicate with admissions for the new patient.
• Assist in weekend/PH Admin Assistant duty roster assignment.
• Assist in daily assignment to cover MC/EL and report to UM/CNO/DCNO.
• Key in surgical/medical supply requisition.
• Collect Pharmacy and Surgical store items when needed.
• Assist in maintaining appropriate ward stock level.
• Involve in stocktake exercise.
• Maintain cleanliness of the nurse’s station
• Keep patient’s charts and old notes in order.
• Filing patient’s discharge notes.
• Maintain liaison with all hospital departments and familiarize herself with communication channels and procedures.