Job Scope and Responsibilities of Clinic Assistant
Ensuring patient confidentiality and data protection
· All patients' personal and medical information must only be used in the clinic for the management of their medical conditions.
· There must be no discussion or divulging of patients’ conditions to anyone other than the attending doctors and clinic assistants in the clinic for medical management of the patients.
· All staff and doctors are expected to comply with the Personal Data Protection Act.
No data from the clinic can be removed or transferred in any form.
Maintaining a clean and organized clinic environment
· Arrive at work at least 15 minutes before the start of the clinic session to prepare the consultation room, reception, treatment room, waiting area, and restroom.
· Ensure consumables such as syringes, and alcohol swabs are topped up; surgical equipment is prepared for cleaning and autoclave.
· Start the computer system and familiarize yourself with the day’s appointment list.
· Infection control in terms of wearing masks and hand hygiene.
Perform tasks at the reception
. Able to converse in English and Mandarin.
. Able to wear Personal Protection Equipment as required.
· Greet and welcome patients. A courteous attitude is expected.
· Register, and update patients’ personal information and drug allergies.
· Schedule appointments and manage the clinic's calendar.
· Answer phone calls and respond to emails.
· Manage patient files and records.
· Check patients' vital signs and update their medical history and drug allergy.
· Triage of patients according to severity of acute symptoms and inform the doctor on duty.
· Manage the queue system by ensuring that the patients are informed of the estimated waiting time and the next person is ready for consultation.
Dispense medication
· Check the patient’s name and drug allergies against the drug labels.
· Collect the medications and check the drug names according to the drug labels. Check the expiry dates of drugs according to the drug labels.
· Ensure the right patient is being dispensed with the right medication.
· Explain the purpose of the medication, the dosing quantity, and the frequency.
· Provide basic medical advice and information to patients.
Collection of payment and management of billing processes
· Explain to the patient the various subsidies and payment modes such as CHAS, Medisave, NETS, and cash.
· Use of the cash register.
· Reconciliation of cash and NETS payments.
. Able to resolve daily accounts.
Continuation of patient care
· Scheduling of appointments for patients' follow-up care by telephone, email, or fax.
· Coordinating with other healthcare providers such as Diabetes Singapore, SATA COMMHealth, and specialist clinics as needed.
· Follow up on the request for appointments with the restructured hospitals.
· Documentation of appointments in patients’ records and ensuring patients are informed of appointments.
Laboratory and Radiological Investigations
· Preparation and correct labeling of investigation forms (Innoquest, SFL, Boston, NHG Radiology, etc.).
· Record the specimens dispatched to the laboratory.
· Contact the laboratory to inform them of the specimen for collection.
· Ensure that all specimens have been collected and signed by the dispatch rider.
· Check that the investigation results have been received within 1 week, if not trace the results.
· Inform the patient of the return and results and arrange for an appointment for review unless a follow-up appointment has been made (this does not apply to migrant domestic worker medical examinations).
· To be able to scan laboratory reports and other documents into patients' records.
Medication and consumables inventory
· Packing and arranging of medication to ensure ease of dispensing. Check that the medication and its placement are correct.
· Do an inventory of the medications and inform the lead clinic assistant of the medications that are low in stock.
· Do an inventory of the consumables (syringes, sterile needles, blood tubes, thin prep containers, cytology brushes, lubricant gel, tongue depressors, speculums, proctoscopes, underpad sheets, Ziploc bags, etc.) and order accordingly.
· Do an inventory of the stationery (labels, A4 & A5 sized paper, printer ink cartridges, laboratory forms, CHAS referral forms, and SFL forms) and order accordingly.
· Ensuring that all medications and consumables are stored in the appropriate environment and a safe manner.
Preparation and Autoclaving of Sterile Surgical Instruments and Consumables
· To prepare the surgical instruments and consumables for autoclaving.
· To be proficient in using the Autoclave machine effectively and safely.
· Ensuring that sterile instruments and consumables are available and ready to use.
Assisting the doctor
· Assist the doctor in managing and treating the patient when required and instructed.
Maintenance of the premise
· Ensuring that the clinic and all its facilities are in functioning condition.
· To liaise with cleaning, service, and repair personnel when required.
· To use the services of the automated laundromat for the cleaning of the textiles used in the clinic.
Other Duties
· Such other duties and responsibilities as may be directed by the doctors from time to time.
