ADMIN ASSISTANT, WARD ADMINISTRATION

Job Description:

ORGANIZATION AND MANAGEMENT

• Carries out clerk duties in alignment with the vision, mission, philosophy, goals, and objectives of the department and hospital.
• Administrative Support
• Maintain and update patient records related to OT procedures.
• Prepare and manage OT schedules, ensuring coordination with surgeons and anesthetists.
• Process documentation related to pre-operative and post-operative care.
• Update surgery and procedure statistics in the OT for the monthly report.
• Assist the Unit Manager with filing reports.
• Coordination and Communication.
• Liaise with surgeons, nurses and other healthcare professionals to ensure timely and efficient OT operations.
• Update the OT list on the whiteboard with the patient's name, MRN, and room number.
• Act as a liaison between administrative, clinical and financial departments to facilitate efficient patient service delivery.
• Assist in responding to inquiries from the Unit Manager (UM), Senior Registered Nurse (SRN) and surgeons regarding billing and administrative procedures.
• Patient Charges Verification & Billing Support
• Review and verify patient charges in the hospital’s system to ensure accuracy and completeness. Verify inpatient charges with the Unit Manager or Registered Staff Nurse.
• Cross-check charge slips and ensure that all required documentation is attached before submission.
• Identify and rectify discrepancies in charges before forwarding to the billing or cashier department.
• Collaborate with the finance and billing teams to streamline the charge verification process.
• Compliance & Confidentiality
• Ensure compliance with hospital policies, medical regulations, and confidentiality laws (e.g PDPA (Amendment) Act 2024).
• Safeguard patient records and sensitive hospital information.
• Ensure that patient records and financial transactions adhere to hospital policies and confidentiality regulations.
• Maintain compliance with relevant healthcare and financial standards.
• Stock Management & Inventory Control
• Conduct a quarterly stock take for consumable items and medications.
• Maintain updated bin card records for consumable items.
• Perform a quarterly stock take to verify inventory accuracy and report discrepancies.
• Ensure all consumable items are adequately stocked and replenished as needed.
• Maintain accurate records of stock levels and usage patterns to prevent shortages.
• Coordinate with the ward staff to identify frequently used items and anticipate stock requirements.
• Verify deliveries against purchase orders and update inventory records accordingly, ensuring compliance with FIFO (First-In, First-Out) inventory management principles.
• Ensure proper documentation of stock received and report discrepancies or shortages to the relevant department.
• Daily Routine:
• Answer phone calls and relay messages.
• Enter daily operations in the spreadsheet record
• Update OT list
• Ensure the surgeon filled in insurance forms
• Dispatches specimens to the laboratory and collects results
• Collect pharmacy and surgical supplies from pharmacy and the store as required to maintain adequate stock levels for operations.
• Ensure linens sufficient based on par level
• To do damp dusting by early of morning.
• Ensure that the working area, including the workstation counter, pantry, changing room, shoe racks, and linen cabinet, remains clean and well- organized
• Dispatch all requisition forms to the relevant department
• Attends and participates in unit meetings, dialogue sessions and hospital’s activities.
• Ensure that the linens are adequate according to the par level.
• Assist the Unit Manager in typing the duty roster
• Performs any other job-related duties not specified in the job description as assigned by superiors

HUMAN RESOURCE AND DEVELOPMENT

• Accountable for personal and professional growth and keeps up to date with professional change by maintaining mandatory learning 20-30 hours of continuing education per year.
• Maintain the record of personal leave and training attended.

POLICIES AND PROCEDURE

• Adhere to the hospital’s policies and departmental policies and procedures, ensuring patient confidentiality and standard infection control practices are upheld.
• Personal hygiene etiquette for infection control:
• No rings, bracelets or wristwatch during clinical duties
• Keep fingernail short and clean
• No artificial nails or nail polish (as they can harbor bacteria).

FACILITIES AND EQUIPMENT

• Assist the trained staff in managing the proper storage, condition, and availability of equipment in the unit, maintaining a sufficient supply of ward stock, and maintaining accurate records for equipment, medical supplies, and consumable item specimen collections.
• Report any unit facility concerns to the M&E team, including issues such as non-functioning air conditioning or hot water supply

SAFETY AND QUALITY IMPROVEMENT ACTIVITIES

• Participate in new services, comply with 5S activities, and patient safety policies, and adhere to MSQH and BFHI. Ensure compliance with patient safety goals and occupational safety measures.
• Adhere to the Occupational Safety and Health Act and Regulations 1994, take reasonable care at work, cooperate with employers, wear proper PPE,
• and follow all safety and health instructions and measures.

Requirements:

Education:

• Minimum requirement: Sijil Pelajaran Malaysia (SPM)

Knowledge and Experiences:

• Experience working in a hospital setting is an advantage

Special skills required

• Able to converse English language and Bahasa Malaysia

Personal attributes

• Have interpersonal and communication skills.
• Caring, honest, and responsible worker.
• Willingness to work on scheduled hours, shifts and weekends, public holidays and any time called during an emergency.
• Performs any other job related to duties not specified in this job description when assigned by Unit Manager.