CLINIC RECEPTIONIST, CONSULTATION CLINIC

KPJ Sri Manjung Specialist Hospital; Malaysia; On-site; MYR 20,000 - 31,000; Full time

Job summary

KPJ Sri Manjung Specialist Hospital is seeking a Clinic Receptionist to greet patients, manage registrations, and coordinate appointment scheduling. The role also covers administrative tasks, data entry, and ensuring a clean, organized front desk and clinic area throughout the day.

The successful candidate will have strong organizational and communication skills, remain calm under pressure, and be willing to work in a fast-paced healthcare environment. Entry-level position with on-site duties.

Qualifications

• Experience in a clinical or healthcare setting is an advantage.

Responsibilities

• Greet patients, register new visits, and schedule appointments.
• Handle billing, payments, and insurance claims when required.

Skills

Administrative skills

Customer service

Multitasking

Teamwork

Communication

IT proficiency

Education

Sijil Pelajaran Malaysia

Diploma in healthcare or related (Preferred)

Tools

Microsoft Office

Patient management software

Job description

GENERAL DESCRIPTION

A Clinic Receptionist plays a crucial role in ensuring the smooth operation of a hospital or clinic by providing both administrative and clinical support. Their responsibilities include assisting healthcare consultants, managing patient flow, handling administrative tasks, and ensuring a clean and organized clinical environment. This is an entry-level position that requires strong organizational and communication skills, as well as a willingness to work in a fast-paced environment. A successful Clinic Receptionist should be able to multitask, prioritize tasks, and work well under pressure. Clinic Receptionist may also be required to participate in hospital activities and be mobile to cover other clinic disciplines when needed. They may also take on supervisory duties in the absence of the Lead of Consultation Clinic.

JOB DESCRIPTION

1. Patient Assistance & Front Desk Duties

Greet and assist patients during registration and appointment scheduling. Provide information regarding clinic services, procedures, and policies. Direct patients to consultation rooms and manage patient flow efficiently. Answer phone calls, respond to inquiries, and handle appointment rescheduling.

2. Administrative Support

Maintain and update patient records and medical histories in the clinic’s system. Handle billing, payment processing, and insurance claims as required. Assist in maintaining confidentiality and accuracy of patient documentation. Prepare and manage daily clinic schedules, ensuring smooth operations. Monthly Census: This involves tracking the number of patients who visit the clinic each month. The clinic assistant records patient visits, categorizes them by type (e.g., new patients, follow-up visits), and compiles this data into monthly reports submitted to the Leader on the first week of the month. GP Census: Similar to the monthly census, the GP (General Practitioner) census focuses on tracking the number of patients seen by each GP. This data helps in assessing the workload of each GP and can be used for performance evaluations and scheduling. Submit it to the supervisor in the first week of the month. Waiting Time Data: Collecting waiting time data involves recording the time patients spend waiting for their appointments. This includes the time from check-in to being seen by a consultant.

3. Clinical Support

Assist doctors and nurses during medical procedures and minor treatments. Measure and record vital signs (e.g., blood pressure, temperature, height, and weight). Ensure consultation rooms are clean, organized, and well-stocked with medical supplies. Prepare and sanitize medical instruments and consultation rooms before and after use. Ensure CSSD (Central Sterile Services Department) items are available and properly stored. Receive and check sterile packs and instruments from CSSD. Return used instruments to CSSD for reprocessing.

4. Medical Supplies & Inventory Management

Monitor and manage medical supplies inventory to ensure availability. Ensure proper storage and organization of medical consumables. Maintain and update the bin card system for inventory tracking. Coordinate with suppliers or relevant departments for stock replenishment.

5. Infection Control & Hygiene

Follow infection control protocols, including sterilization of instruments (excluding CSSD sterilization tasks). Maintain cleanliness in the clinic, including waiting areas and consultation rooms. Dispose of medical waste properly and ensure adherence to safety guidelines. Comply with hospital health and safety regulations.

6. Emergency Response & Support

Assist in emergency situations, including first aid and CPR if required. Stay updated on basic life support (BLS) procedures.

7. Compliance with Hospital Policies & Training

Stay updated with hospital requirements such as: SPP (Standard People Practice) PCS (Premier Customer Services class) ACT (Annual Compulsory Training) Attend mandatory hospital training, workshops, and continuous education programs. Comply with hospital policies, regulations, and procedures to maintain high standards of patient care and safety.

8. Participation in Hospital Activities

Participate in hospital activities, events, and community outreach programs when required. Support hospital-wide initiatives, patient safety programs, and awareness campaigns. Assist in emergency drills, workplace improvement projects, and other hospital-organized activities.

9. Flexibility & Coverage

Be mobile and flexible to cover other clinic disciplines when required. Step in to cover the leader’s duties during her absence, ensuring smooth clinic operations. Adapt to different clinical environments and support various healthcare teams as needed.

10. Teamwork & Communication

Work collaboratively with doctors, nurses, and other healthcare professionals. Report patient concerns or medical issues to the appropriate personnel. Support colleagues in daily clinic operations.

11. Complaint & Issue Resolution

Handle patient concerns and complaints with professionalism and efficiency. Escalate unresolved issues to the appropriate department or supervisor for further action. Implement customer service improvement strategies to enhance patient satisfaction.

12. Equipment Maintenance & Preventive Planned Maintenance (PPM)

Ensure proper calibration and maintenance of ophthalmic instruments and machines. Develop and follow the PPM schedule for all ophthalmic equipment to prevent malfunctions. Coordinate with biomedical engineers and vendors for scheduled servicing and repairs. Troubleshoot and report equipment malfunctions to the appropriate department.

JOB REQUIREMENT

Education

• 1. Sijil Pelajaran Malaysia.
• 2. Diploma in healthcare or related (Preferred).

Knowledge and Experiences

• Experience working in a clinical or healthcare setting is an advantage.
• Familiarity with hospital or clinic workflows and patient management systems.
• Understanding of infection control practices and patient safety standards.
• Knowledge of medical equipment, CSSD items, and basic healthcare protocols.
• Experience in handling medical supplies inventory and bin card management.

Skills & Competencies

• Administrative skills: Ability to manage patient records, schedules, and billing.
• Customer service skills: Ability to communicate professionally with patients, doctors, and staff.
• Basic clinical skills: Ability to take vital signs and assist during minor procedures.
• Organizational skills: Ability to maintain accurate records and manage inventory.
• IT & system proficiency: Familiarity with patient management software and Microsoft Office.
• Multitasking: Ability to handle multiple responsibilities efficiently in a fast-paced environment.
• Language proficiency: Able to speak English and Chinese (preferred for effective communication with diverse patients).
• Special skills required Basic Life Support (BLS) Training (preferred).
• Knowledge of SPP (Standard People Practice), PCS (Patient Care Services), and ACT (Annual Compulsory Training).
• Ability to adapt to different clinic disciplines when required.
• Flexibility to cover supervisor duties during their absence.
• Ability to participate in hospital activities and emergency response procedures.

Personal attributes

• Responsible and reliable: Ability to perform duties with minimal supervision.
• Detail-oriented: Ensuring accurate patient records and supply management.
• Compassionate and empathetic: Providing quality service to patients.
• Team player: Works well with doctors, nurses, and other healthcare staff.
• Adaptability: Willingness to work across different clinic disciplines as needed.
• Professionalism: Maintains confidentiality and adheres to hospital policies.

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.