ASSISTANT, DIAGNOSTIC IMAGING SERVICES

KPJ Sabah Specialist Hospital; Sabah; On-site; MYR 28,000 - 45,000; Full time

Job summary

KPJ Sabah Specialist Hospital is seeking an Admin Assistant to support our Diagnostic Imaging Services. You will handle patient registration, scheduling, documentation, and frontline inquiries to ensure smooth operations.

The role also involves assisting radiographers, coordinating reports, and maintaining confidentiality and data accuracy across clerical workflows in a busy hospital setting.

Qualifications

• Education: Minimum SPM or equivalent.
• Healthcare admin experience preferred.
• Proficient with medical records and scheduling systems.
• Excellent communication, organization and multitasking abilities.
• Maintain patient confidentiality and data accuracy.

Responsibilities

• Register patients accurately in HITS/KCIS or relevant systems with complete demographic, clinical and billing information.
• Schedule and coordinate patient appointments for imaging procedures and manage patient flow.
• Maintain organized patient records, billing slips and radiology reports.
• Assist front desk with inquiries, guidance on procedures, and waiting times.
• Support billing by verifying payments and coordinating with cashier.
• Assist radiographers with patient movement and procedure prep.
• Sort and dispatch radiology reports/films to clinics and departments.
• Ensure data entry accuracy and timely follow-up on delayed reports.
• Monitor scheduling quality and radiology report backlog.
• Update clerical supplies inventory and liaise with Admin for orders.

Skills

Computer literacy

Teamwork

Multitasking

Communication skills

Professionalism and integrity

Time management

Attention to detail

Reliability

Meeting deadlines

Education

SPM or equivalent

Tools

HITS/KCIS

Job description

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. The Admin Assistant additionally oversees and ensures accuracy in clerical workflow, supervises junior admin staff, and ensures compliance with service standards and hospital policies.

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 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.
• 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.
• Perform any other responsibilities as assigned by immediate superior or hospital management.

Job Requirement

• 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.

KPJ Healthcare Berhad is founded on the vision of being the preferred healthcare provider in the region. We are focused on delivering world-class quality healthcare services throughout our regional footprint across 5 countries, namely Malaysia, Indonesia, Thailand, Bangladesh, and Australia. We are in search of remarkable people to join us in exploring and discovering better healthcare solutions together. Whether you are a student, a graduate, or an experienced professional, discover the impact you could make with a career at KPJ.