Clinic Receptionist, Consultation Clinic

JOB DESCRIPTION

Organization & Management

1) Understands and carries out the nursing care in line with Vision and Mission Statements, Philosophy, Goals and Objectives that suit the scope of the Services and hospital.

2) Understands the service organization structure.

3) Inform Head of Service or Supervisor when changes occur in circumstances which affect standards of care.

4) Attends meetings held by the services in order to discuss issues and matters pertaining to the operation of the service.

5) Perform daily routine:

• To check and key in all detail items tagged/charged
• To be responsible for all procedure notes must be completed before submission at HIMS.
• Responsible to check TCA from ward.

6) Answers phone calls and relay messages.

7) Carried out duty in the following:

• All clerical work e.g. Admission and filing results
• Communicate with other services such as admission, GL outpatient and Inpatient counter.
• Communicate with Insurance company/ MCO for coverage insurance and limitation.
• To update Consultant on leave and duty clinic.
• Communicate with doctor to complete the insurance form.
• Prepare requisition for supplies to be signed by HOS and dispatch to Purchasing Service before storing in service.
• Ensure all GL outpatients are requested earlier prior to their appointment date.
• Ensure that patient insurance form is appropriately filled completely before sending for submission.
• Perform duties in various in services as per roster.

Others:

1) This Job Description of Consultant Clinic is subject to periodic review and may be changed at any time in consultation with the employee.

2) Performs any other job-related duties not specified in this job description when assigned by superiors.

3) The duties and responsibilities are not exhaustive. Other duties may be involved.

Human Resource & Development

1) Takes personal responsibility for own professional development and keeps up to date with professional change and growth by maintaining mandatory learning hours for attending 30 hours of training.

2) Participates actively in any other new service that is introduced.

3) Maintain the record of personal leave and training attended.

Policies & Procedure

1) To adhere to the hospital policies, procedure, guidelines and work instructions to ensure compliance with work policies and procedures.

2) Maintain the confidentiality of patients’ personal and medical history compliance with hospital and government legislative requirements.

3) Ensure adherence to Prevention and Control of Infection.

Facilities & Equipment

1) Keep working station and work place always neat and tidy.

• Maintains proper storage of equipment assigned in the unit (computer & printer).
• Check all equipment to ensure that they are in good condition and ready to be used at all time. Report if there is any faulty.

2) Liaise with HES/ Report to Bio Medical personnel if any faulty and takes necessary action accordingly.

3) Operates / maintains specialized equipment assigned to the unit and provides assistance / guidance to new staff in their use.

4) Checks that all equipment in the unit are functioning well and service according to PPM schedule.

5) Assists in maintenance of instruments and equipment by proper cleaning, handling, disinfect and utilizing as directed.

6) Assists the HOS in keeping accurate records of equipment inventory, enough supplies and stationaries in the service.

Safety & Quality Improvement Activities

1) Complies and promotes Baby Friendly Hospital Initiative Breastfeeding Policy, and protect, promote and support Baby Friendly Hospital activities.

2) Complies to all risk mitigation policy, HIRARC, and participate in all drill activity run in hospital.

3) Participates actively in any other new service that is introduced by the services.

4) Participate in any initiative activities in service for further improvement.

5) Participates in 5S activities and comply with the specified requirements.

6) Practices Standard People Practice (SPP) at all times.

7) Ensure compliance of Patient safety goals as safety improvement measures recommended by World Alliance for Patient Safety.

8) Policies on patient and family rights are addressed at all times.

9) Participates actively and encourages compliance to all policies and Procedures of  ISO9001, ISO 14001, ISO 45000, Malaysian Hospital Accreditation Standards, PSG and IMS.

10) Complies with any instruction or measure on occupational safety and health.

11) Carries out duties as an employee as stipulated  in Occupational Safety and Health Act and Regulations 1994:-

• To take reasonable care at work for the safety of yourself and other persons.
• To co-operate with your employer or any other person in the discharge of any duty.
• To cooperate with the outsourcing parties or any other persons in the discharge of any duty.
• To wear or use any protective equipment or clothing provided by the employer.
• To comply with any instruction or measure on occupational safety and health.
• Reporting unsafe practices, conditions, near misses, incidents and accidents to Chief Executive Officer and OSH and Environmental committee.

Additional Duties & Responsibilities in the Specific Areas (if any)

1) To prepare Monthly Report and Census.

2) To prepare summary of report and submit within the required time frame.

3) Any other duties as directed by the HOS / Supervisor.

Additional Duties - Senior Consultant Receptionist

1) To orientates and train new clerk.

2) To prepare a roster and report the progress of the clerk to HOS.

3) To supervise clerks in the daily work.

4) Provide guidance and counselling to staff if needed.

5) Organized regular clerk meeting as per schedule.

6) Assist in ensuring services orders for supplies are carried out monthly.

7) To assist HOS:

• Checking or recording request forms for repairs to Maintenance and Housekeeping services
• Accurately entering daily charges, ensuring that all items used are billed.
• Assist in attending to any queries from patients and relatives.
• Assist in collecting monthly statistic on patient census.

8) Responsible for directing supervising and training of clerks concerning admission, discharges, follows-up appointments, stationary indent and the reporting of service repairs maintenance.

9) Guide staff in solving patient complaint using appropriate communication channels.

JOB REQUIREMENTS

Education

• Sijil Pelajaran Malaysia

Knowledge and Experiences

• Preferable 1-2 years working experience.
• Able to communicate in English and Bahasa Malaysia
• Computer literate especially in Microsoft Office

Skills & Competencies

• High integrity, ethical, and accountable in all professional duties.
• Strong communication and interpersonal skills, able to work effectively with multidisciplinary teams.
• Able to guide new staff and other related support staff.
• Possess the good attitude, integrity to ensure the patient charge appropriately, treating every patient compassionately, demonstrating and an aspiration to altruism.
• Seek to treat, maintain patient’s dignity, privacy, autonomy and confidentiality.
• Prepared to work as a team member