CLINIC RECEPTIONIST, CONSULTANT CLINIC-2

KPJ Selangor Specialist Hospital; Johor Bahru; Sur place; MYR 33 000 - 61 000; Plein temps

Résumé du poste

KPJ Selangor Specialist Hospital is seeking a dedicated professional to oversee the outpatient clinic for resident/sessional consultants. The role includes scheduling, coordinating patient flow, handling enquiries, and ensuring accurate record-keeping and PDPA compliance.

Responsibilities cover liaison with Radiology/ Laboratory, billing, admissions, and follow-up care while maintaining high patient satisfaction in a busy hospital setting.

Qualifications

• SPM with credits in Bahasa Malaysia and Mathematics.
• Physically fit and able to work shifts.
• Certificate in Healthcare / Nursing Aide (advantage).
• Diploma in Healthcare-related field (advantage).
• 1-3 years of proven experience in similar roles.

Responsabilités

• Oversee the outpatient clinic for the resident/sessional consultant and coordinate clinical, academic, and professional activities.
• Manage clinic scheduling, patient inquiries, admissions, billing, and follow-up care to ensure smooth operation and high patient satisfaction.
• Coordinate escort to departments for investigations, maintain records, and dispatch records after clinic sessions.
• Maintain confidentiality of patient information and ensure PDPA compliance.
• Maintain a clean, organized clinic environment with adequate equipment and supplies.
• Participate in quality improvement, safety, and accreditation activities.

Connaissances

Appointment management

Patient communication

Conflict resolution

Organisational skills

Team collaboration

Attention to detail

Empathy

Professionalism

Formation

SPM with credits in Bahasa Malaysia and Mathematics

Diploma in Healthcare-related field

Outils

Clinic scheduling system

Phone & email handling software

Description du poste

GENERAL DESCRIPTION

The post holder is responsible for overseeing the outpatient clinic for the resident/sessional consultant and coordinating the consultant’s clinical, academic, and professional activities. The post holder reports directly to the Head of Services.

JOB DESCRIPTION

ORGANIZATION AND MANAGEMENT

• Ensure adherence to the organization’s vision, mission, goals, and objectives, in alignment with the scope of outpatient services, and carry out duties as assigned by the Head of Services to ensure the delivery of high-quality care.
• Inform the Head of Services of any changes in circumstances that may affect service standards.
• Manage the Resident/Sessional Consultant’s outpatient clinic, including proper scheduling of clinic appointments and surgical procedures, and ensure the clinic runs smoothly with high patient satisfaction.
• Handle patient enquiries related to outpatient appointments and hospital admissions, including admission dates, procedures, insurance matters, billing, discharge, and follow‑up care, ensuring all required forms are completed accurately.
• Assist in coordinating and escorting patients to relevant departments (e.g., Radiology, Laboratory) for required investigations or procedures.
• Schedule patient appointments using the system and fully utilise the system to optimise scheduling, improve patient engagement, and ensure a seamless and well‑coordinated care journey.
• Update the daily census and maintain an organized database filing system.
• Dispatch patient medical records to HIMS after the clinic session ends.
• Carry out additional duties or responsibilities as assigned by the superior or management to support clinic operations and maintain high standards of patient care.
• Ensure the clinic environment is consistently clean, organised, and well‑prepared, with all necessary equipment and supplies ready for daily operations.
• Maintain strict confidentiality of patient information in compliance with PDPA regulations and clinic policies when handling records.
• Prepare and review appointment lists two days in advance, confirm appointments with patients via telephone, submit Guarantee Letter (GL) requests early at the GL counter, and update the consultant on the finalised schedule.

HUMAN RESOURCE AND DEVELOPMENT

• Take responsibility for personal and professional development by maintaining required learning hours and staying updated with professional advancements.
• Actively participate in and contribute to departmental programmes and hospital activities.
• Engage in hospital initiatives and promote quality improvement through evidence‑based practice.
• Provide professional and high‑quality customer service at all times.

FACILITIES AND EQUIPMENT

• Operate and maintain specialised equipment within the unit, ensuring accurate and up‑to‑date records are kept.
• Work closely with the manager to oversee equipment, medical supplies, consumables, and medications, ensuring proper functionality, adherence to the Planned Preventive Maintenance (PPM) schedule, and adequate stock and linen levels.
• Report any faulty equipment to the biomedical team and assist in maintaining instruments and equipment through proper cleaning, handling, disinfection, and usage.
• Participate in quarterly stock counts in collaboration with the finance department.

SAFETY AND QUALITY IMPROVEMENT ACTIVITIES

• Participate in and support continuous improvement initiatives, including quality assurance, infection prevention and control, as well as fire and safety programmes.
• Collaborate with the manager and take part in hospital‑wide surveys such as MSQH, JCI, IMS, and other accreditation processes to support ongoing quality improvement efforts.
• Comply with the Occupational Safety and Health Act 1994 and its regulations by exercising reasonable care at work, cooperating with the employer, using appropriate protective equipment, and adhering to patient safety goals, World Alliance recommendations, patient and family rights policies, standard people practices, and 5S activities.

JOB REQUIREMENTS

Education:

• SPM with credits in Bahasa Malaysia and Mathematics
• Physically fit and able to work shifts

A Advantage (Preferred):

• Certificate in Healthcare / Nursing Aide
• Diploma in Healthcare‑related field
• Relevant hospital working experience

Knowledge and Experiences:

• 1-3 years of proven experience in similar roles.

Skills & Competencies:

Special skills required

• Strong analytical and problem‑solving skills.
• Efficiently manages appointments, patient records, and schedules while handling multiple calls, emails, and walk‑ins, prioritising urgent matters effectively
• Demonstrates clear and professional communication with patients, staff, and doctors, explaining procedures, appointments, and insurance matters in a friendly and empathetic manner.
• Provides patient‑centred service, handling inquiries and complaints professionally while using active listening and conflict‑resolution skills, even in high‑stress situations
• Demonstrates punctuality and reliability while maintaining a professional image that positively represents the clinic.
• Proficiency in software, phones and emails.

Personal attributes

• A results‑oriented mindset, with the ability to work under pressure to meet deadlines.
• Self‑motivated and able to work independently.
• Strong ethics and integrity.
• Friendly and Approachable – Makes patients feel welcome and comfortable.
• Excellent Communication Skills – Able to convey information clearly to patients, staff, and doctors.
• Organised – Manages appointments, records, and documents efficiently.
• Professional – Maintains a polite and respectful demeanour at all times.
• Empathetic – Sensitive to patient needs and concerns.
• Patient – Handles waiting patients or difficult situations calmly.
• Attention to Detail – Ensures accuracy in scheduling, billing, and record‑keeping.
• Adaptable – Can manage unexpected changes in schedule or workflow.
• Confidentiality‑Conscious – Protects patient privacy and sensitive information.
• Team Player – Collaborates well with nurses, doctors, and other staff.