Executive Assistant (Scanning & Records Management), Group Medical Records Office

1. Job Purpose
Scanning and Records Management Administrative Assistant / Senior Administrative Assistant/ 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 to hospital retention & archival guidelines before send out for offsite storage.

2. Duties and Responsibilities
Primary Responsibilities and Duties – Scanning and Record Management (80%)
 Perform checking on case note folder to ensure accurateness and completeness of 1.
Medical records.
 Maintain accurate and timely update of medical records movement in Medical Records
Management System (MRMS) for ease of retrieval.
 Ensure all thin charts (loose notes) that created/ returned by clinics and wards are scanned
within 24 hours upon received.
 Conduct quality check of records that are scanned and indexed in accordance to scanning guidelines.
 File the medical records that pending for scanning in accordance to the established
procedure for easy retrieval.
 Maintain good housekeeping of medical records library.
 Update year code on medical records folder for future archival.
 Answer phone calls (from clinics, wards and departments) and follow up on enquiries.

Secondary Responsibilities and Duties (20%)
 Guide junior staff to ensure they run daily operations smoothly and meet their KPI.
 Support in photocopying / printing of medical records (eg. request from law firm, police,
coroner’s case and etc).
 Support in checking/ tallying of cartons during collection and delivery of medical records.
 Assist in the requisition of office supplies.
 Assist in the requisition of IT/ ID requests.
 Assist in the preparation of monthly performance report.
 Participate in process improvement projects and contribute ideas to surpass customer’s expectations.

3. Job Specification
 Minimum academic qualifications of GCE” O” Level for Administrative Assistant/ Senior
Administrative Assistant and GCE “A” level or 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.