Executive Assistant (Medical Records Office)(8165)

Alexandra Hospital; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant to provide essential operational support in the Medical Records Office. This role involves managing medical records with the utmost confidentiality, utilizing electronic systems and Microsoft Office to streamline daily operations. The ideal candidate will thrive in a fast-paced environment, demonstrate excellent communication skills, and be a dedicated team player. Join a dynamic team focused on improving service delivery and enhancing patient care through meticulous management of medical documentation. If you are detail-oriented and eager to contribute to healthcare excellence, this opportunity is perfect for you.

Qualifications

• Minimum GCE 'A' level or Diploma required.
• 1 year experience in healthcare or service industry preferred.

Responsibilities

• Provide operational support in Medical Records Office.
• Assist in data collection and participate in improvement projects.

Skills

Microsoft Office (Excel, Word)

Communication Skills

Interpersonal Skills

Organizational Skills

Customer Service Orientation

Education

GCE 'A' Level

Diploma

Tools

Electronic Systems

PC Software Applications

Job description

Executive Assistant/ Senior Executive Assistant will provide operational support in implementing work processes in Medical Records Office. The Staff is expected to work independently as well as a team member to fulfil the required tasks within the given time frame.

Duties and Responsibilities

Primary Responsibilities and Duties – Medical Reports (80%)

1. Provide operational support in the assigned MRO function

• Ensure all medical records are managed under strictest confidentiality and security.

• The Staff is expected to be proficient in the use of electronic systems and Microsoft Office programmes (e.g. Excel, Word) to support daily operational functions of MRO.

• The Staff is expected to assist and provide advice to both internal and external parties regarding medical records related processes.

• Register and process medical report requests, including cashier function for medical report payment.

• Follow-up with doctors on incomplete medical report requests.

• Execute administrative duties pertaining to all medical report requests.

• Manage and resolve urgent and/or difficult cases to ensure that medical reports reach requestor within the stipulated timeline.

• Retrieve medical records to facilitate report writing and/or records duplication requests from law firms and government agencies.

Key Performance Measures include improving turnaround time for completion of medical reports, timely scanning of paper medical records, and uploading of scanned images into the system, as well as timely project/task completion.

1. Assist in data collection

• The Staff is expected to assist the supervisor in compiling the daily volume of the given job task accurately and in a timely manner.

1. Active participation in improvement projects

• The Staff is expected to participate actively in improvement projects by providing solutions and to put in effort as required by the supervisor to implement the improvements.

Secondary Responsibilities and Duties (20%)

• Handle any ad-hoc tasks assigned by Executive/Manager.

• Plan and manage job/task assignment.

• Conduct quality check on medical report before release.

• Assist in the preparation of statistics such as monthly performance report.

Requirements

• Minimum GCE “A” level or Diploma.

• Good knowledge on use of PC software and applications.

• Proficient in the use of Microsoft Office like Excel and Word to assist in the management of the department’s data.

• Preferably 1 year of working experience in healthcare or service industry.

• Experience in hospital operations will be advantageous.

• Able to work in a fast-paced environment.

• Good communication and interpersonal skills.

• Service-oriented and customer-focused.

• Meticulous, organised with a positive working attitude, team player, and willing to learn.