Clinic Operations Executive
This role reports to the Clinic Operations Manager of the Group. Bridgepoint Health is an operating entity of Sheares Healthcare. As a clinic operations executive, you are the first line support to assist with the administrative and operational support of the clinic. You are expected to function independently and work well within a group of like-minded staff looking to deliver the best possible care to our patients.
The Job
1. Operational Readiness
Ensure clinic’s operational readiness
Ensure up to date information related to clinic operations (e.g. operating hours)
Ensure that clinic assets are in optimal working condition, through planned review cycles and collaboration with clinics, facility management, IT teams
Ensure optimal staffing levels and resource allocation and rostering is timely and adequate
Keep abreast of latest ministry guidelines, ensure clinic’s compliance to regulatory standards, assist in licensing requirements and clinic licensing needs
Ensure stock levels (consumables and non-consumables) are sufficient to support clinic operations
2. Workflows and SOPs
Assist in the drafting of workflows and SOPs
Assist in the periodic audit of workflow, SOP compliance
Work closely with HQ and Clinic team to refine and optimize workflows and SOPs consistently
Assist in training of clinic staff and managing staff development to enhance their skills and performance
Manage patient appointments and follow-ups to optimize clinic efficiency
3. External stakeholder coordination
Work with vendors, suppliers, and contractors to ensure all materials and equipment align with project timelines, quality standards, and budget requirements.
Work with TPA/clients for clarification of claims and furnishing of supporting documents
Work with relevant agencies and PCN coordinators if there are follow ups for claims related to government schemes
Handle patient feedback, coordinate internal escalation process and track to resolution
4. Internal stakeholder coordination
Clinic
- Work with Facility Management to coordinate with clinics on the preventive maintenance of the clinic
- Work with clinic to raise IT related tickets for support/resolution
- Collating documents and submission of documents in a timely manner
- Assist with procurement related matters if necessary
- Assist clinic with patient refund (approval and execution)
COO office
- Support projects taken on by the group including but not limited to onsite health screening projects
- Support B2B related matters
- Support on tender documentations and administrative work
HR
- Assist HR in employee related claims, administering of employee feedback and performance review of clinic staff
Finance
- Assist Finance in month end closing and collation of documents from clinics
- Assist in the reconciliation of TPA/government related claims and data entry for administrative charges.
- Assist in providing inputs for budget preparation
- Generate corporate invoices for B2B clients
5. Administrative
Ensure proper documentation and filing of all operations related documents
Secretariat support - Minute taking and follow up tracking
Assist with tasks otherwise assigned to by Clinic Operations Manager.
The Person
Minimally a diploma in relevant field
Familiarity with the way of working of a clinic, able to assist in clinic shifts when necessary
Training will be provided
Relevant experience in hospitality or healthcare industry is advantageous
Team player, good interpersonal and communication skills
Familiarity with various clinic management systems is a plus
Technology Savvy and computer-literate including use Microsoft Office applications
Can-do attitude
