Executive Assistant, Group Medical Records Office

1. Job Purpose
Medical Reports
Administrative Assistant / Senior Administrative Assistant/ Executive Assistant/ Senior Executive
Assistant will provide operational support in implementing work processes in Medical Records
Office. The Staff is expected to work independently as well as a team member to fulfil the
required tasks within the given time frame.
2. Duties and Responsibilities
2.1 Primary Responsibilities and Duties – Medical Reports (80%)
2.1.1 Provide operational support in the assigned MRO function
2.1.1.1 Ensure all medical records are managed under strictest
confidentiality and security.
2.1.1.2 The Staff is expected to be proficient in the use of electronic systems
and Microsoft Office programmes (e.g. Excel, Word) to support daily
operational functions of MRO.
2.1.1.3 The Staff is expected to assist and provide advice to both internal and
external parties with regards to medical records related processes.
2.1.1.4 Register and process medical report requests, including cashier
function for medical report payment.
2.1.1.5 Register and process medical report requests, including cashier
function for medical report payment.
2.1.1.6 Follow-up with doctors on incomplete medical report requests.
2.1.1.7 Execute administrative duties pertaining to all medical report
requests
2.1.1.8 Manage and resolve urgent and/or difficult cases to ensure that
medical reports reach requestor within the stipulated timeline
2.1.1.9 Retrieve medical records to facilitate report writing and/or records
duplication requests from law firms and government agencies
2.1.2 Assist in data collection
2.1.2.1 The Staff is expected to assist the supervisor in compiling the daily
volume of the given job task accurately and in a timely manner
2.1.3 Active participation in improvement projects
Job Title(s)
Administrative Assistant /
Senior Administrative Assistant
Executive Assistant/ Senior
Executive Assistant
Job Grade(s)
JG05 - JG06
JG07 - JG08
Department
Group Medical Records
Office
Approved by HOD
Head, Group
Medical Records
Office
Report To
Manager / Snr
Manager
Last Updated
JHS-SVO-MRO-JD-003
2.1.3.1 The Staff is expected to participate actively in improvement projects by
providing solutions and to put in effort as required by the supervisor to
implement the improvements.
2.2 Secondary Responsibilities and Duties (20%)
2.2.1 Handle any ad-hoc tasks assigned by Executive/Manager.
2.2.2 Plan and manage job/task assignment
2.2.3 Conduct quality check on medical report before release
2.2.4 Assist in the preparation of statistics such as monthly performance report
3. Job Specification
 Minimum Diploma for Executive Assistant / Senior Executive Assistant.
 Good knowledge on use of PC software and application.
 Proficient in the use of Microsoft Office like Excel and Word to assist in the management of
the department’s data.
 Minimum 4 years’ experience in healthcare or service industry.
 Experience in hospital operations will be advantageous.
 Able to work in fast-paced environment.
 Good communication, interpersonal skills.
 Service oriented and customer focused.
 Excellent communication and interpersonal skills.
 Positive working attitude, team player and willing to learn.