- Location
- KPJ Kluang Specialist Hospital, Malaysia
- Type
- Full-time
- Source
- Workday
Description
GENERAL DESCRIPTION
The Admin Assistant is responsible for providing comprehensive administrative and clerical support to ensure the safe, efficient, and effective operation of the Diagnostic Imaging Services Department. The role includes patient registration, appointment coordination, accurate data entry, management of medical records, preparation and maintenance of departmental documentation, and administrative support for Radiologists, Radiographers, and other healthcare professionals.
As the first point of contact for patients, relatives, visitors, and referring clinicians, the Admin Assistant provides professional, courteous, and patient-centred service while maintaining effective communication and ensuring timely assistance. The position requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment.
The Admin Assistant supports patient safety by ensuring accurate patient identification, maintaining complete and accurate documentation, protecting the confidentiality, privacy, and security of patient information, and promptly communicating relevant information or identified discrepancies to the appropriate healthcare personnel. The role also includes printing and distributing radiology reports, maintaining departmental records, monitoring stationery and stock requests, and supporting departmental administrative workflows.
When required, the Admin Assistant serves as a female chaperone during ultrasound examinations involving female patients, ensuring patient dignity, privacy, comfort, and compliance with hospital policies and professional standards.
In addition, the Admin Assistant participates in departmental quality improvement activities, audits, accreditation programmes, Infection Prevention and Control initiatives, and emergency preparedness activities, while performing all duties in accordance with hospital policies, departmental procedures, regulatory requirements, and applicable accreditation standards.
Through effective administrative support and adherence to patient safety principles, the Admin Assistant contributes to the delivery of safe, high-quality, efficient, and patient-centred Diagnostic Imaging Services.
RESPONSIBLE FOR
Performing patient registration, scheduling, and appointment management for Diagnostic Imaging procedures, ensuring accuracy and timeliness.
Verifying patient demographic details, orders, and documentation before imaging procedures, ensuring compliance with hospital standards.
Maintaining and updating patient records in the Hospital Information System (HIS) / PACS, ensuring confidentiality and data accuracy.
Coordinating communication between patients, Radiographers, doctors, and other departments to support smooth patient flow.
Assisting in billing, and charge entry processes in accordance with hospital finance policies.
Monitoring, filing, and retrieving reports, films, and digital images, ensuring timely delivery to physicians and patients.
Handling patient inquiries politely and professionally, providing necessary information and directing them appropriately.
Supporting the department in clerical tasks such as correspondence, filing, inventory record updates, and document control.
Reporting issues related to patient records, scheduling conflicts, or documentation errors promptly to the Head of Diagnostic Imaging Services.
Adhering to hospital policies, patient confidentiality guidelines, and regulatory requirements at all times.
JOB DESCRIPTION
ORGANIZATION AND MANAGEMENT
Upholds and promotes the vision, mission, goals, and objectives of the Diagnostic Imaging Services (DIS), ensuring clerical and administrative duties support smooth departmental operations.
Handles patient registration for all imaging services, ensuring accurate data entry, correct patient identification (two identifiers), and compliance with hospital policies.
Arranges and coordinates appointments for Ultrasound, MRI, and other imaging procedures, ensuring schedules are updated and communicated effectively to patients and Radiographers.
Acts as a chaperone during Ultrasound examinations, providing comfort and reassurance to patients, while ensuring dignity and privacy are maintained.
Updates billing and charges accurately into the system, verifying procedures and consumables used, and ensuring compliance with financial documentation requirements.
Notifies and coordinates with duty Radiographers regarding patient arrivals, special requests, and urgent cases to support timely imaging workflow.
Prints and distributes imaging reports to requesting doctors and ensures filing is completed in accordance with hospital and departmental standards.
Manages front desk activities, acting as the first point of contact for patients, families, and visitors, ensuring clear communication, professionalism, and patient-centered service.
Monitors and maintains cleanliness of the registration counter and waiting areas, ensuring a safe, welcoming, and professional environment for patients and visitors.
Ensures refreshment stock in the waiting area is available, sufficient, and replenished regularly to promote patient comfort.
Oversees linen logistics (clean and soiled linen), ensuring adequate supply of patient gowns, blankets, and related items are consistently available.
Maintains stock records for consumables and participates in monthly stock take, ensuring expiry dates are monitored and “soon-to-expire” reports are escalated promptly.
Ensures equipment readiness in assigned rooms (e.g., ultrasound), by coordinating routine cleaning, restocking, and maintaining logs in collaboration with radiographers.
Supports departmental quality initiatives, including audits, patient feedback, and data entry for reporting purposes.
Escalates issues promptly (workflow disruptions, patient concerns, stock shortages, or safety incidents) to the Head of Diagnostic Imaging Services or delegated supervisor for timely resolution.
ADDITONAL DUTIES AND RESPONSIBILITIES IN THE SPECIFIC AREA
The Clerk in Diagnostic Imaging Services shall:
Assist in scheduling and coordinating patient appointments for imaging procedures.
Manage patient flow by guiding patients to the appropriate waiting areas and ensuring orderly registration.
Handle telephone inquiries and provide accurate information regarding appointment times, preparation instructions, and general services.
Prepare and update daily worklists, appointment logs, and filing systems to ensure smooth departmental operations.
Collect, sort, and file imaging reports for distribution to consultants, wards, and external departments.
Assist radiographers and medical officers in clerical support tasks such as preparing request forms, printing labels, and updating records.
Support billing and claim processes by ensuring accurate entry of charge codes and patient details.
Liaise with other hospital units (wards, clinics, emergency department) regarding patient imaging requests and report delivery.
Monitor and replenish clerical supplies (e.g., request forms, labels, stationery) to avoid service interruptions.
Provide administrative support during departmental meetings, audits, and inspections by preparing minutes, documents, or required data.
JOB REQUIREMENT
1.Education
Minimum SPM qualification or equivalent.
Additional certification in office administration or related field is an advantage.
2. Knowledge and Experiences:
Preferably 1–2 years of working experience in clerical, administrative, or healthcare support roles.
Familiarity with hospital or clinical environment is an added advantage.
Basic understanding of record management, filing systems, and customer service.