ADMIN ASSISTANT, WARD ADMINISTRATION

Kuching Specialist Hospital; Kuching; On-site; MYR 22,320 - 33,480; Full time

Job summary

Kuching Specialist Hospital is seeking a dedicated clerk to carry out various administrative duties, including maintaining patient records, managing OT schedules, and ensuring compliance with hospital policies.

The ideal candidate should have SPM as a minimum educational requirement and possess communication skills in English and Bahasa Malaysia. Experience in a hospital setting is an advantage. This position requires the ability to work scheduled hours, weekends, and during emergencies.

Qualifications

• Minimum requirement: Sijil Pelajaran Malaysia (SPM).
• Experience working in a hospital setting is an advantage.
• Able to converse in English and Bahasa Malaysia.
• Caring, honest, and responsible worker.

Responsibilities

• Maintain and update patient records related to OT procedures.
• Liaise with surgeons and nurses to ensure efficient OT operations.
• Review and verify patient charges in the hospital's system.
• Ensure compliance with hospital policies and confidentiality laws.
• Conduct a quarterly stock take for consumable items.

Skills

Interpersonal and communication skills

Ability to converse in English

Knowledge of hospital procedures

Education

Sijil Pelajaran Malaysia (SPM)

Job description

Job Description

ORGANIZATION AND MANAGEMENT

Carries out clerk duties in alignment with the vision, mission, philosophy, goals, and objectives of the department and hospital.

Administrative Support

• Maintain and update patient records related to OT procedures.
• Prepare and manage OT schedules, ensuring coordination with surgeons and anesthetists.
• Process documentation related to pre-operative and post-operative care.
• Update surgery and procedure statistics in the OT for the monthly report.
• Assist the Unit Manager with filing reports.

Coordination and Communication

• Liaise with surgeons, nurses and other healthcare professionals to ensure timely and efficient OT operations.
• Update the OT list on the whiteboard with the patient's name, MRN, and room number.
• Act as a liaison between administrative, clinical and financial departments to facilitate efficient patient service delivery.
• Assist in responding to inquiries from the Unit Manager (UM), Senior Registered Nurse (SRN) and surgeons regarding billing and administrative procedures.

Patient Charges Verification & Billing Support

• Review and verify patient charges in the hospital’s system to ensure accuracy and completeness.
• Verify inpatient charges with the Unit Manager or Registered Staff Nurse.
• Cross-check charge slips and ensure that all required documentation is attached before submission.
• Identify and rectify discrepancies in charges before forwarding to the billing or cashier department.
• Collaborate with the finance and billing teams to streamline the charge verification process.

Compliance & Confidentiality

• Ensure compliance with hospital policies, medical regulations, and confidentiality laws (e.g PDPA (Amendment) Act 2024).
• Safeguard patient records and sensitive hospital information.
• Ensure that patient records and financial transactions adhere to hospital policies and confidentiality regulations.
• Maintain compliance with relevant healthcare and financial standards.

Stock Management & Inventory Control

• Conduct a quarterly stock take for consumable items and medications.
• Maintain updated bin card records for consumable items.
• Ensure all consumable items are adequately stocked and replenished as needed.
• Maintain accurate records of stock levels and usage patterns to prevent shortages.
• Coordinate with the ward staff to identify frequently used items and anticipate stock requirements.
• Verify deliveries against purchase orders and update inventory records accordingly, ensuring compliance with FIFO (First-In, First-Out) inventory management principles.
• Ensure proper documentation of stock received and report discrepancies or shortages to the relevant department.

Daily Routine

• Answer phone calls and relay messages.
• Enter daily operations in the spreadsheet record.
• Update OT list.
• Ensure the surgeon filled in insurance forms.
• Dispatch specimens to the laboratory and collect results.
• Collect pharmacy and surgical supplies from pharmacy and the store as required to maintain adequate stock levels for operations.
• Ensure linens sufficient based on par level.
• Do damp dusting early in the morning.
• Ensure that the working area, including the workstation counter, pantry, changing room, shoe racks, and linen cabinet, remains clean and well organized.
• Dispatch all requisition forms to the relevant department.
• Attend and participate in unit meetings, dialogue sessions and hospital’s activities.
• Assist the Unit Manager in typing the duty roster.
• Perform any other job-related duties not specified in the job description as assigned by superiors.

Human Resource and Development

• Accountable for personal and professional growth and keeps up to date with professional change by maintaining mandatory learning 20-30 hours of continuing education per year.
• Maintain the record of personal leave and training attended.

Policies and Procedure

• Adhere to the hospital’s policies and departmental policies and procedures, ensuring patient confidentiality and standard infection control practices are upheld.
• Personal hygiene etiquette for infection control: No rings, bracelets or wristwatch during clinical duties; keep fingernail short and clean; no artificial nails or nail polish (as they can harbor bacteria).

Facilities and Equipment

• Assist the trained staff in managing the proper storage, condition, and availability of equipment in the unit, maintaining a sufficient supply of ward stock, and maintaining accurate records for equipment, medical supplies, and consumable item specimen collections.
• Report any unit facility concerns to the M&E team, including issues such as non-functioning air conditioning or hot water supply.

Safety and Quality Improvement Activities

• Participate in new services, comply with 5S activities, and patient safety policies, and adhere to MSQH and BFHI.
• Ensure compliance with patient safety goals and occupational safety measures.
• Adhere to the Occupational Safety and Health Act and Regulations 1994, take reasonable care at work, cooperate with employers, wear proper PPE, and follow all safety and health instructions and measures.

Requirements

• Education: Minimum requirement: Sijil Pelajaran Malaysia (SPM).
• Knowledge and Experiences: Experience working in a hospital setting is an advantage.
• Special skills required: Able to converse English language and Bahasa Malaysia.
• Personal attributes: Have interpersonal and communication skills. Caring, honest, and responsible worker. Willingness to work on scheduled hours, shifts and weekends, public holidays and any time called during an emergency.
• Perform any other job-related duties not specified in this job description when assigned by Unit Manager.