Clinic Receptionist, Consultation Clinic

1) JOB DESCRIPTION

• Responsible for updating appointment in the register book and computer system (Encore Med), inform and follow-up with patient on appointment via telephone (SMS, WhatsApp, Phone call).

• Responsible updating completion of patient’s appointment in Encore Med system on daily basis.

• Responsible to provide Guarantee letter request to GL unit (Business Office) for outpatient follow up / appointment with Consultant.

• Responsible in registration of outpatient in the system (Encore Med / KCIS 2 / HITS 2).

• Responsible to check patient’s GL/Insurance validity and coverage before seeing the Consultant.

• Responsible to inform and request the patient to acknowledge the limit and sign the Guarantee Letter.

• Responsible to guide cash payee foreigner patient to make necessary cash deposit payment before seeing the Consultant and before necessary investigations.

• To immediately hand over Consultant charge sheet, other charges sheet, sticker, authorized form for procedures and complete Guarantee Letter (signed by Patient) to Cashier counter after the Consultant has completed the consultation to the patient.

• Guide patient to the Cashier and Pharmacy counter together with necessary documents from Consultant clinic.

• Responsible to request Medical case notes from Health Information Management Service through HITS 2 system if necessary.

• Responsible to file Consultant clinical notes in patient medical case notes.

• Take down and relay messages verbally or via phone to Consultant.

• To attend all phone calls enquiries on Clinic Services from patients at the counter or inside Consultant’s clinic.

• To collect patient’s Laboratory or diagnostic imaging report when necessary.

• To assist check and verify the admission documentation from clinic before send to Senior Clinic Assistant / Patient Service Officer at Registration counter.

• To forward the admission documents and accompany the patient’s to Admission counter for admission process.

• To attend the needs and complaint of patient /customer that may arise in the course of services and to resolve immediately.

• Responsible for checking and arranging the items inside clinic

• To maintain and safeguard the confidentiality of patient information in medical case notes.

• To ensure cleanliness of the environment and safety of work area and patients waiting area.

• To participate actively in Recycle activities.

• Assist in reporting unsafe practices, conditions, near misses, incidents and accidents to Patient Service Officer and/or Head of Customer Service.

• Comply with Company policies, Health and Safety policies.

• To take reasonable care for safety and health of himself/herself and other persons who may be affected by her acts or omission at work.

• To co-operate with Management of KPJ Kajang Specialist Hospital in the discharge of any duty or requirement imposed on the Management by the Occupational Safety and Health Act or any regulations made therein.

• To wear or use at all times any personal protective equipment or clothing provided by the Management of KJSH for the purpose of preventing risks to his / her safety and health.

• To comply with any instruction or measure on Occupational Safety and Health Act or any regulations made therein.

• To establish and maintain the Occupational Health and Safety Management System (OHSMS).

• Ensure to actively participate in 5S activities.

• Ensure adhere to Standard People Practice (SPP).

• To comply with Baby Friendly Hospital Initiative (BFHI) policy.

• Ensure all policies and procedures are adhered to and records maintained, if and when these programs are implemented.

a) ISO 9001:2015
b) ISO 45001:2018
c) ISO 14001:2015
d) Malaysian Society Quality for Hospital Standard (MSQH)

• Ensure compliance to Patient Safety Goals as safety improvement measures recommended by World Alliance for Patient Safety (2008).

• To carry out other responsibilities or duties assigned from time to time by Head of Service / Patient Service Officer.

2) JOB REQUIREMENT

• Minimum SPM