Administrative Assistant (Medical Affairs)

HCA Hospice Limited; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A healthcare organization in Singapore is seeking an individual to assist in administrative operations within the Medical Affairs department. The candidate will manage patient referrals, coordinate caregiver training, and respond to public enquiries. This role involves liaising with clinical staff, auditing patient files for completeness, and other general office duties to support clinical services. Ideal candidates should be organized and efficient in administrative tasks.

Responsibilities

• Process new referrals via AIC portal or emails.
• Liaise with clinical staff from both external referring and internal sources.
• Audit closed patient files for completeness.
• Coordinate CTG schedule with internal and external trainers.
• Respond to public enquiries through phone or email.

Job description

The incumbent is responsible to ensure smooth operations within HCA Medical Affairs department. The incumbent provides assistance to HCA’s clinical services through performing administrative and other general duties.

A. ADMINISTRATIVE FUNCTIONS

1. Patient Referrals

• Process new referrals via AIC portal or emails. Manage these referrals and related documents in accordance with the established process.
• Liaise with clinical staff from both external referring and internal sources.
• Close case files; prepare and mail related letters.
• Audit closed patient files for completeness of all necessary documents, e.g., means-test subsidy results and NRIC etc.
• Archive closed patient files in preparation for digitisation.
• Update divisional zone listing of primary nurses (to assign all new referrals).
• Email “sicklist” to specific satellite centre’s staff to inform respective doctor or nurse rostered for weekend on‑call duty.

2. Caregiver Training Programme (CTG)

• Register as AIC CTG administrator for entry of CTG participant details for FDW grant claim.
• Verify participants’ data in CTG forms and attendance list for registration and pre‑training confirmation.
• Coordinate CTG schedule with internal and external trainers for home‑based and class‑based training.
• Prepare and send CTG certificates for FDW via mail and CTG forms for satellite centres by mail run.
• Submit online claims for CTG sessions (and renewal of CTG license and Trainers’ Applications).
• Submit CTG class application for home‑based and class‑based training via eCTG System to Head‑Of‑Department for approval.
• Record all training details into EMRx and excel spreadsheet.
• Generate CTG session statistics and claim reports.

B. OTHER FUNCTIONS

• Transfer miscellaneous documents between HQ and the satellite centres through mail runs.
• Manage mobile phone set‑up related to clinical services, including diversion of calls to staff performing after‑hours duties.
• Respond to public enquiries through phone or email, with regard to HCA’s services.
• Other general office duties such as the purchase of food in preparation for various meetings.
• Perform other duties as required to meet HCA’s vision and mission.