Administrative Assistant (Medical Affairs)

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

1. Processes incoming new referrals via AIC portal or emails. Manage these referrals and related documents in accordance with the established process.
2. Liaises with clinical staff from both external referring and internal sources.
3. Closes case files; prepares and mails related letters.
4. Audits closed patient files for completeness of all necessary documents, for example means-test subsidy results and NRIC etc.
5. Archives closed patient files in preparation for digitisation.
6. Updates divisional zone listing of primary nurses (to assign all new referrals).
7. Emails ‘sicklist’ to specific satellite centre’s staffs – to inform respective doctor or nurse rostered for weekend on-call duty.

2. Caregiver Training Programme (CTG)

1. Registers as AIC CTG administrator for entry of CTG participant details for Foreign Domestic Worker (FDW) grant claim.
2. Verifies participants’ data in CTG forms and attendance list - for registration and pre-training confirmation.
3. Coordinates CTG schedule with internal and external trainers for home-based and class-based training.
4. Prepares and sends CTG certificates for FDW via mail and CTG forms for satellite centres by mail run.
5. Submits online claims for CTG sessions (and renewal of CTG license and Trainers’ Applications).
6. Submits CTG class application for home-based and class-based training via eCTG System to Head-Of-Department for approval.
7. Records all training details into EMRx and excel spreadsheet.
8. Generates CTG session statistics and claim reports.

B. OTHER FUNCTIONS

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