Operations Assistant

Responsible for keeping accurate medical records, delivery of excellent service to clients and other key stake holders, Liaising and coordinating activities among patient, radiographer and other team members.

Job Title: Operations Assistant

Position Reports to: Operations Manager

Function: Operations Coordination

Hours of Work: Flexible Shift system (Monday to Friday 7am to 8pm; Saturday 7am to 1pm)

 Position Purpose:

This position will be responsible for providing support to the Operations Manager. This position will be responsible for keeping accurate medical records, delivery of excellent service to clients and other key stake holders, Liaising and coordinating activities among patient, radiographer and other team members.

Customer Service:

• Undertaking key front desk duties, inclusive of greeting clients, addressing client concerns/ issues; answering telephones and dispatching messages accordingly;
• Scheduling appointments, and following up with clients as needed
• Undertaking basic screening of patients prior to their entry into the procedure room
• Completing health plan claim forms and providing to clients within the standard timeframe
• Following up with patients regarding payments for procedures done

Administrative:

• Oversee and resolve any daily scheduling issues in conjunction with the technical staff and / or operations manager and customer service staff
• Liaise with doctors, technical staff and operations manager as required to resolve any issues or special requests related to patients referred by the respective doctors.
• Oversee scheduling and coordination of special scans for patients
• Follow up with Radiologist for timely reporting to ensure MRI’s efficiency
• Co-ordinate the release of patients’ reports
• Oversee the data entry requirements of the Radspa Radiology Information System and work with the IT department, as required to resolve issues.
• General coordination and resolution of routine operational issues and working with the technical and customer service staff as required in this regard.
• Assist in coordinating courier schedule for deliveries and relaying the Operations Manager’s instructions
• Perform secretarial duties, inclusive of typing memos/letters; filing, processing incoming and outgoing mail
• Undertake other routine administrative tasks that ensure proper coordination of office functions.
• Copy and dispatch documents and reports as directed by the Operations Manager
• Collaborate with office staff to maintain an agreed level of medical, office and grocery items

Medical Records:

• Review transcribed reports before dispatching to patients/doctors
• Labelling and dispatching of CDs

QUALIFICATIONS AND EXPERIENCE:

• Five (5) O Level passes at the General Proficiency Level, inclusive of Mathematics and English
• Associate degree in Business Administration, or a related discipline from a recognized institution
• Proficient in Microsoft Office Suite with specific focus on Excel
• Strong Analytical, Organizational, Interpersonal and Communicational Skills
• Ability to work in a fast-paced environment, multitask and meet deadlines while paying attention to detail
• Ability to work without constant supervision

Competencies:

• Ability to work on own initiative and to stringent deadlines
• Meticulous with ridged attention detailed oriented
• Good Communication skills (oral & written)
• Demonstrates integrity, honesty and confidentiality