Operations Associate - 203 Yishun (YS1)

Job Role

The job holder is responsible to assist the Nurse Manager (NM) to provide administrative support in the Dialysis Centre (DC) to ensure delivery of safe and cost effective patient care activities, according to established policies and procedures.

Main Responsibilities

1. Maintain housekeeping duties in DC by ensuring cleanliness of the patient waiting area/reception/nurses counter/storerooms
2. Ensure the environmental maintenance duties are satisfactorily carried out by vendor:
   1. highdusting
   2. collection of empty canister and carton boxes
   3. biohazard collection
3. Handle reception by attending to phone calls, visitors logs (Visitor/Ambulance/Van/Escort Log Book) and crowd control
4. Ensure that all DC equipments (phone/photocopier/scanner/fax machines) are in working condition by following through on repairs/service and also assisting the DC to send/receive documents
5. Report and follow-up with the IT Department on application / software /hardware issues of the DC
6. Assist the DC in creating/labelling/maintaining files of patient case notes (current/old/new) which also includes arrangement through Logistic termination/transfer cases
7. Update accurately and timely the staff training records/details, BCP Emergency Evacuation file, Consignment Notes, Biohazard details/Call Tree and any other information required by Nursing Services/Human Resource and other Departments
8. Maintain updated staff photo, staff biodata, staff nursing license and certificates in NKF Village
9. Raise Service Request for dispatch of items and documents to HQ/DC and Patient Bill Letterheads and Envelopes Order
10. Reconcile the weekly/monthly drug consumption by checking on the Navision stock movement report and the CRM drug consumption report before submitting the reports to Finance
11. Reconcile the monthly total dialysis session for individual patient in the CRM with that in the RPOC
12. Perform stock management duties as stated below:
    1. weekly/monthly stock take and stock ordering of medical consumables/drugs/pandemic stock/stationery/berverage
    2. posting of Purchase Order/invoices/Transfer Order in Navision
    3. receiving of stocks
    4. monitoring the stock par level
13. Assist Community Care to distribute EZ-Link Cash top-ups, food vouchers, taxi cards, Mean Test Forms, patient event flyers and any other adhoc/future benefits to the patients
14. Assist Finance Department in:
    1. printing patients monthly invoices and distributing the same to patients
    2. the collection of donations or cash/cheque payments from patients who chose to pay their bills at the DC
    3. answer patients’ queries regarding bills/redirect them to Finance
    4. fixed asset audit
    5. assisting the NM to prepare petty cash reimbursement form
15. Co-ordinate/follow-up on behalf of the DC via phone/fax/email for required documentation and other correspondence with Nursing Services /relevant departments
16. Perform any other additional administrative duties:
    1. update patient contact details in CRM
    2. maintain Patient Feedback Box and Feedback Form
    3. replenish Nursing Forms
    4. prepare gift declaration form and photo of the gift to submit to HR if gift/meal value is above $80
    5. open letter box and sort out the corresponding mail
    6. perform check in the DC and the building apron for mosquito breeding
    7. maintain notice board (internal and external)
    8. wheelchair loan to patient
17. Perform any ad-hoc duties as assigned by NM/Supervisor.

Main Responsibilities (continue)

Qualification (Related Field)

• At least GCE ‘O’ / ’A’ level or ITE in office skills
• Preferably with Diploma in Business Admin
• PC literate in Microsoft Office

Experience

• At least 1 to 2 years’ working experience
• Prior working experience in a healthcare setting will have added advantage

Soft Skills

• Good Interpersonal and Communication Skills
• Ability to speak local dialects preferred

IMPORTANT NOTE