ADMIN ASSISTANT, DIAGNOSTIC HEALTH SCREENING

ORGANIZATION AND MANAGEMENT
Responsible for obtaining charge tickets from wards.

• To ensure correct charges for hospital and consultants.

• To ensure all the medical report forms are filled up properly by the consultant.

• To ensure all the patients’ folders are well kept and maintained properly.

• To ensure the documents for referral by consultants are checked and well managed.

• To update and ensure patients’ information into the system is correct.

• To file the patients’ folders properly before handing them over to medical records.

• To ensure the patients’ information, data and forms are file accordingly and well maintaine.

• Serve with kindness to all patients during their admission to hospital.

• Any appropriate job assigned by Superior.

• Participate actively in any other new service that is introduced.

• Ensure compliance of patient safety goals as safety improvement measures recommended by World Alliance for Patient Safety (2008)

• Ensure the policies on Patient and Family’s Rights are addressed at all times.

• Ensure all hospital policies and procedures, and Hospital Accreditation are adhered to and records maintained, if and when these programs are implemented.
• Ensure the integration and compliance of ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, JCI, MSQH accreditation standards, and applicable statutory and regulatory requirements into unit policies, procedures, andclinical practices to support quality, patient safety, and continual improvement.

HUMAN RESOURCE AND DEVELOPMENT

Takes personal responsibility for own professional development and keeps up to date with professional change and growth by maintaining mandatory learning hours.

• Participates in the orientation of new members of staff to the ward routines.

• Participates actively in any other new service that is introduced.

• Maintain the record of personal leave and training attended.

POLICIES AND PROCEDURES

• Comply with organization and corporate governing policies, nursing standards, patient safety goals, clinical guidelines, accreditation requirements, and applicable statutory and regulatory requirements.

• Participate in the implementation, maintenance, and continuous improvement of quality, safety, and environmental management systems, including ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, accreditation requirements such as Joint Commission International (JCI), Malaysian Society for Quality in Health standards, Baby-Friendly Hospital Initiative (BFHI) and food safety requirements.

• Practice and promote safe patient care through effective risk management, infection prevention and control, patient safety initiatives, and continuous quality improvement activities.

• Maintain confidentiality of patient personal and medical history.

FACILITIES AND EQUIPMENT

• Maintains proper storage of office equipment / stationaries assigned to the unit.

• Check all office equipment to ensure that it is in good condition and ready to be always used. Report if there are any faults.

• Maintains adequate supply of office stock

• Keeps accurate records of office equipment and stationaries

SAFETY AND QUALITY IMPROVEMENT ACTIVITIES

• Participate in and support activities aimed at the continuous improvement of nursing services, including quality assurance, infection control, and fire and safety programs.

• Conduct thorough investigations, root cause analyses, appropriate response actions, and timely completion of incident reports within the stipulated timeframe.

• Collaborate with unit manager to collect and evaluate clinical and administrative data and participate in hospital-wide surveys like MSQH, JCI, IMS, etc. for continuous quality improvement efforts.

• Adhere to the Occupational Safety and Health Act and Regulations 1994, which mandate reasonable work care, employer cooperation, protective equipment use, patient safety goals, World Alliance recommendations, patient and family rights policies, standard people practice, and 5S activities.

Education:

• Possess academic qualification of SPM qualification

• Diploma

• Able to converse fluently and write in the English language and Bahasa Malaysia

Knowledge and Experiences:

• On-the-job training/in-service training will be provided.

• Experience working in a hospital setting is an advantage

• Have interpersonal and communication skills.

• Caring, honest and responsible worker.

• Willingness to work on scheduled hours, shift, and weekends, public holidays and anytime when called during emergency

Skills & Competencies:

Special skills required

• Basic computer literacy (Microsoft Office, hospital information systems)

• Ability to maintain accurate patient billing and records

• Strong organizational and multitasking skills

• Effective coordination with nursing and administrative teams

Personal attributes

• Caring, honest, and responsible worker

• Good interpersonal and communication skills

• Willingness to work scheduled hours, shifts, weekends, public holidays, and during emergencies

• Professional attitude with commitment to patient-centred care.