1. Job Purpose
Scanning and Records Management
Executive Assistant/ Senior Executive Assistant is to ensure all paper records that created/ returned by clinics and wards are checked to make sure without wrong patient’s notes and all thin charts (loose notes) that created/ returned by clinics and wards are scanned within 24 hours upon received. The staff is also expected to make sure records are packed in accordance with hospital retention & archival guidelines before sending out for offsite storage.
2. Duties and Responsibilities
2.1. Primary Responsibilities and Duties – Digitisation and Records Management (80%)
2.1.1. Perform checking on case note folder to ensure accuracy and completeness of medical records.
2.1.2. Maintain accurate and timely update of medical records movement for ease of retrieval.
2.1.3. Ensure all thin charts (loose notes) that created/ returned by clinics and wards are scanned within 24 hours upon received.
2.1.4. Conduct quality check of records that are scanned and indexed in accordance to scanning guidelines.
2.1.5. File the medical records that pending for scanning in accordance with the established procedure for easy retrieval.
2.1.6. Maintain good housekeeping of medical records library.
2.1.7. Update year code on medical records batch for future archival
2.1.8. Answer phone calls and respond to emails (from clinics, wards, and departments) and follow up on enquiries.
2.1.9. Any other tasks as and when assigned.
2.2. Secondary Responsibilities and Duties (20%)
2.2.1. Handle any ad-hoc tasks assigned by Executive/Manager.
2.2.2. Support in duplication of medical records (e.g., request from law firm and MOH etc.)
2.2.3. Support in checking/ tallying of cartons during collection and delivery of medical records.
2.2.4. Support and follow-up with investigation officer to return medical records for coroner case.
2.2.5. Assist in the preparation of monthly statistical report.
2.2.6. Any other tasks as and when assigned.
3. Requirements
3.1. Minimum GCE “A” level or Diploma.
3.2. Attention to details and organizational skills for recordkeeping.
3.3. Proficient in the use of Microsoft Office like Excel and Word to assist in the management of the department’s data.
3.4. Preferably 1 year of working experience in healthcare or service industry.
3.5. Experience in hospital operations will be advantageous.
3.6. Ability to prioritize and work efficiently in a fast-paced environment.
3.7. Good communication, interpersonal skills.
3.8. Positive working attitude, team player and willing to learn.
3.9. Service oriented and customer focused.
If the role sounds interesting to you, please contact ‘[email protected]’ to understand more on the role. Please indicate the position that you are interested in the subject heading.
*Only Singaporean and Singapore PRs may apply.
