Admin Assistant, Diagnostic Imaging Services

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 organized 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 

Requirements: 

Education: 

• Minimum SPM or equivalent  

Knowledge and Experiences: 

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

Skills & Competencies: 

Special skills  

• 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.