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Executive Assistant

Institution:  Khoo Teck Puat Hospital
Family Group:  Ancillary

To process applications for medical reports, ensuring that all requests are processed timely, accurately and with strict confidentiality in accordance and compliance with personal data protection act (PDPA).

 

MAJOR DUTIES AND RESPONSIBILITIES

SPECIFIC 

  1. To receive and attend to customer request for medical report/memo/discharge summary/duplication of results/referral letters request via remote as email, phone, or face-to-face at patient service counter.
  1. To collect the correct fee payment/top up for the request and to coordinate with relevant department for refund if required.
  1. To create and process the requests (via NGEMR EPIC EMR / HIM module) by creating a ROI (release of information) request and when needed, a corresponding Medical Report Encounter to route to relevant department for completion.
  1. To review patient admissions/appointments/chart reviews in EPIC/SAP/SCM and ensure the ROI request is created accurately.
  1. To liaise with clinical secretary and clinician for completion of medical reports/memos and manage the total turnaround time for such request.
  1. To schedule assessment appointment for patient for the purpose of completing the medical report if required.
  1. To search and retrieve hardcopy medical record from off-site storage for completion of medical report/memo (via MRMS-Medical Records Movement System) if required from clinician.
  1. To manage customers’ expectation for medical report processing errors or delays.
  1. To trace, deliver and collect medical reports/records to and from relevant department.
  1. To ensure all requests and completed medical reports are handled with strict confidentiality and security.

 

GENERAL

  1. To assist the supervisor/executive in work processes enhancements.
  1. To assist in data collection and compilation of statistics.
  1. To ensure overall cleanliness and tidiness in Medical Records Office.
  1. To undertake any other duties and projects assigned by Supervisor/Executive.
  1. To embrace continuous improvement as our work ethos.

 

JOB REQUIREMENTS

EDUCATION, TRAINING AND EXPERIENCE

  • Minimum GCE 'O' level / Diploma
  • At least 2 years working experience, preferably in healthcare industry
  • Possess basic customer service experience
  • Good interpersonal and communication skills 
  • Able to resolve problems independently
  • Basic computer knowledge in Microsoft Office

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