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KPJ Healthcare Hiring! Full Time ADMIN ASSISTANT, WARD ADMINISTRATION in Sarawak - Ricebowl

ADMIN ASSISTANT, WARD ADMINISTRATION

KPJ Healthcare

Undisclosed

Full Time

Kuching, Sarawak

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Working Location

  • Kuching Specialist Hospital Kuching Sarawak Malaysia

Job Description

Responsibilities

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. 

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