As part of the Administrative team of IMC, the Operations Assistant will provide all the day-to-day requirements to support daily clinic operations. The Operations Assistant will assist in providing operational support to ensure a high level of professional standards and medical care is provided to our patients. The Operations Assistant will work in conjunction and under the direction of the Business Operations Manager, Group Clinic Manager and General Manager to support the operations and administration of all IMC clinics. He/She will be required to cover the Reporting Officer during the absence and ensures smooth daily operations and on IT matters.
Job Responsibilities:
Operational Support:
- Play a pivotal role to support the Business Operations Manager to ensure smooth daily operations.
- Timely submission of vaccines to the National Immunization Registry (NIR).
- Review National Electronic Health record (NEHR) audits, ensure necessary corrective action and submit the details to the Reporting Officer in a timely manner.
- Receive, review and compare equipment prices. Provide the final proposal to the Reporting Officer before following up with the purchase of equipment.
- Maintain accurate contact listings for Mailchimp subscription.
- Manage and maintain feedback records, from sending feedback forms to patients on a weekly basis, collating the feedback and distribute it to the respective Clinic Manager.
- Assist with the release of patient medical records when required.
- Make any ad-hoc trips to various locations for work-related purposes when required
- Maintain a registry for Preventive Maintenance (PM). Monitor equipment Preventive Maintenance requirements and contact contracted companies for visits to ensure operations are not affected.
- Maintain all IMC Supplier Directory spreadsheets to ensure that all information is accurate and current.
- Assist in managing Petty Cash float, including keeping accurate documentation and classification of payments.
- Check banking reports for all clinics and ensure banking deposits are made monthly or when required.
- Ensure timely collection and distribution of mails to the respective clinics.
- Reconcile any Pathology invoices and reports with the team member.
- Reconcile and sign off any invoices, as directed by Reporting Officer before forwarding to the Accounts Department.
- Assist with organizing meetings (Management meetings, Clinic meetings, Doctors meetings, etc.), including booking of venue and catering needs in the absence of Admin Coordinator.
- Ensure the confidential paper bins in all clinics are collected when required in the absence of Admin Coordinator.
- Generate and prepare various operational/clinic reports as directed.
- Ad-hoc administration support as delegated by the Business Operations Manager.
Information Technology (IT) support:
- Provides IT support and attends to IT-related matters to ensure clinic operations are not affected (e.g. Printer, Monitor, Sales terminal).
- Installation of printer, monitor and terminals when required.
- Assist to troubleshoot and rectify (when possible) any Clinic Management System (Plato) related issues and users for Plato are up to date.
- Assist with merging of patient files in Plato when required.
- Provide technical support for in-house systems, including troubleshooting issues for hardware and software so that all users benefit from effective technology.
- Assist Reporting Officer in maintaining and managing IT related information.
- Assist Reporting Officer in ensuring all clinic IT systems and communication portals operate smoothly and align with IMC quality standards, government regulatory bodies and meet PDPA standards.
- Facilitate and coordinate with various vendors/contractors for any equipment/system portal-related issues.
- Communicate with the IT Corporate team for support when required.
Job Requirements:
- ITE / Diploma Holder
- Minimum 2 years of operational/relevant experience, preferably in Healthcare settings/industry
- Some background in IT will be an added advantage
- Willingness and capacity to learn new skills and technology
- Ability to work efficiently in a fast-paced environment and adapt to changing priorities.
- Strong organizational and multitasking skills with attention to detail.
- Good interpersonal and communication skills
- Driven, passionate, and service-oriented
