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. The Admin Assistant additionally oversees and ensures accuracy in clerical workflow, supervises junior admin staff, and ensures compliance with service standards and hospital policies.

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 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.

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

JOB REQUIREMENT :

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.