ASSISTANT, DIAGNOSTIC IMAGING SERVICES

GENERAL DESCRIPTION

• The Admin Assistant supports the Diagnostic Imaging Services by performing patient registration, appointment scheduling, clerical documentation, frontline communication, and administrative coordination to ensure smooth service operations.

JOB DESCRIPTION

Main Responsibilities

• Register patients accurately in HITS/KCIS or relevant systems, ensuring complete and correct demographic, clinical, and billing information.
• Schedule and coordinate patient appointments for all imaging procedures, ensuring efficient patient flow and optimal resource utilization.
• Maintain organised documentation including patient records, imaging requests, manual registration books, billing slips, and radiology reports.
• Facilitate front desk operations by attending to walk-in patients, responding to enquiries, and providing clear information on procedures, preparation, and waiting times.
• Support billing processes by verifying payments, collaborating with cashier, and ensuring all charges for imaging services are accurately captured.
• Assist radiographers with coordinating patient movement, preparing patients for procedures, and monitoring safety within the waiting area.
• Sort, file, and dispatch radiology reports/films to clinics, wards, and relevant services in a timely manner.
• Comply with patient safety goals, confidentiality requirements, and hospital data protection policies.
• Ensuring accuracy of data entry and all information is updated promptly.
• Monitor appointment scheduling quality and data accuracy, ensuring timely follow-up on delayed reports or imaging backlogs.
• Coordinate report tracking, follow up on pending reports, and ensure timely distribution to clinicians and departments.
• Update inventory of clerical supplies, liaising with Procurement/Admin for ordering forms, labels, and stationery.

Additional Duties and Responsibilities in the Specific Areas

• Perform any other responsibilities as assigned by immediate superior or hospital management.

JOB REQUIREMENTS

Education:

• Minimum SPM or equivalent.

Knowledge and Experiences:

• Admin Assistant: 1–3 years administrative experience (healthcare experience preferred).

Skills & Competencies:

Special skills required

• Computer literacy; especially with medical records and scheduling systems.
• Teamwork; ability to collaborate with radiology and administrative staff.
• Multitasking; handling calls, scheduling, and clerical duties simultaneously.
• Communication skills; for interacting with patients and staff.

Personal attributes:

• Professionalism and Integrity; To always maintain patient confidentiality.
• Shows reliability and consistency in attendance and performance.
• Attention to details.
• Demonstrates ethical behavior in all interactions.
• Time management; Capable of juggling multiple tasks efficiently.
• Prioritizes urgent requests without neglecting routine duties.
• Meets deadlines for reports, scheduling, and documentation.